User Manual. XPlica for SharePoint 2010

Transcription

1 User Manual XPlica for SharePoint 2010 Last Updated: December 2012 Copyright 2012 Vyapin Software Systems Private Ltd. All rights reserved. This document is being furnished by Vyapin Software Systems Private Ltd for information purposes only to licensed users of the XPlica software product and is furnished on an AS IS basis, that is, without any warranties, whatsoever, express or implied. XPlica is a trademark of Vyapin Software Systems Private Ltd. Information in this document is subject to change without notice and does not represent any commitment on the part of Vyapin Software Systems Private Ltd. The software described in this document is furnished under a license agreement. The software may be used only in accordance with the terms of that license agreement. It is against the law to copy or use the software except as specifically allowed in that license. No part of this document may be reproduced or retransmitted in any form or by any means, whether electronically or mechanically, including, but not limited to the way of: photocopying, recording, or information recording and retrieval systems, without the express written permission of Vyapin Software Systems Private Ltd. Vyapin Software Systems Private Limited Website: Sales Contact: sales@vyapin.com Technical Support: support@vyapin.com

2 Table of Contents 1 About XPlica Technical support System requirements How to Activate the Software? 5 2 XPlica Template Manager Introduction Managing Templates Domain Mapping Template User / Group Mapping Template 16 3 XPlica Features How to get started with XPlica? Task Manager Change Application Data Folder Location Create New Task Edit an Existing Task - Edit Task Copy an existing task Delete an existing task Run a Task Run a Task from Command Line Create Windows Task Test XPlica Web Service Profile Manager Web Single Sign-on Dashboard List Metadata Collator Cleanup History 56 ii

3 Table of Contents 3.16 View Activity Log Remove a task history item Task History Task status 63 4 Migrate SharePoint List contents using the browse option Create Reference File Create Task Source SharePoint location Destination SharePoint location Items to migrate Version Options External Reference File SharePoint View Options SharePoint Column Options Date Field Mapping User Field Mapping Content Type Settings Content Approval Status Permission Settings File Settings for SharePoint Libraries List Item Settings Migration Conditions Task Settings Migrate SharePoint List contents using a batch descriptor file Create Batch Descriptor File Create Task Batch Descriptor File 139 iii

4 Table of Contents 5.4 Version Options External Reference File SharePoint View Options SharePoint Column Options Date Field Mapping User Field Mapping Content Type Settings Content Approval Status Permission Settings File Settings for SharePoint libraries List Item Settings Migration Conditions Task Settings Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) How to get started with XPlica Quick Migration? XPlica Quick Migrator Agent Create Batch Descriptor File Create New XPlica Quick Migration Task How to migrate Site Collections using XPlica? How to migrate a site or sub-web using XPlica? How to migrate a list/library using XPlica? How to migrate a folder using XPlica Quick Migration? View Activity Log Cleanup Temp Storage Location Retry (Re-Import) XPlica Quick Migration Wizard Steps 212 iv

5 Table of Contents 7.1 Credential Settings Batch Descriptor File Version Options Web Part Options User Security and Permission Settings Date and User Information Settings Library Content Settings General Settings Task Settings References Error Messages and Resolution Errors and resolution tips for XPlica Quick Migration Task Troubleshooting How to uninstall XPlica? Indexes 239 v

6 Chapter 1 1 About XPlica XPlica for SharePoint 2010 solution enables users to perform complete content migration from one SharePoint server to another SharePoint server. XPlica supports migration of site collections, webs, libraries, lists, documents, document properties, list items (including file attachments) and associated metadata. XPlica helps administrators to copy SharePoint lists, list items, folders, documents, version histories, metadata and permissions to the desired destination SharePoint server. You can perform migration of contents from SharePoint 2003 / 2007 farms to SharePoint 2007 / 2010 farms and SharePoint 2010 farms to SharePoint 2010 farms. XPlica Web Service (Optional Server-side component) XPlica Web Service component enables you to carry forward the Created Date, Last Modified Date, Created By, Modified By, Content Approval, Target Audience, and Business Connectivity Services (BCS) / Business Data Column (BDC) values of folders / files / list items during migration. This is an optional server-side component that can enhance XPlica's functionality when migrating column metadata mentioned below: Enables users to migrate System Dates (Created Date and Last Modified Date), System Users (Created By and Modified By) and Content Approval (Approved, Pending and Draft) of folders / files / list items as expected. Update 'Target Audiences' for folders / files from a Global Audience group or Security/Distribution group. Update Business data / External data, Managed Metadata fields in SharePoint. Create new Document Sets in SharePoint document library. NOTE: The System Date and System User field results may vary depending on whether XPlica Web Service component is installed in the target SharePoint server. Working with SharePoint Online in Office 365 XPlica application has been designed to work without installing XPlica Web Service, especially for organizations that are using SharePoint Online in Office 365. However, the results of XPlica migration may vary in certain circumstances based on the availability of 1

7 CHAPTER 1 XPlica for SharePoint 2010 Introduction XPlica Web Service component. There are few limitations that users will encounter when working without XPlica Web Service due to certain SharePoint design restrictions. Target Audience (Global Audience and Security Groups) and BCS fields are not supported in SharePoint Online in the current version. XPlica Quick Migrator Agent XPlica Quick Migrator Agent is a server side component which enables you to perform Quick Migration of SharePoint such as migration of site collections, sites or sub-webs, lists and folders etc., By using this component you can: 1) Migrate the entire site collection from one SharePoint environment to another SharePoint environment. 2) Migrate the site from one site collection to another site collection. 3) Migrate the list/library from one site to another site. 4) Migrate the folder from one list/library to another list/library. 1.1 Technical support Please send all Technical Support questions to support@vyapin.com. Please send us the following additional information if you are reporting a problem: 1) XPlica software version that you are evaluating or you have registered with us. (Version information could be found in the "About" Screen and in "Help"). 2) Additional services or resource consuming processes/applications (like anti-virus) running in the background on XPlica installed machine as well as the source and destination Microsoft SharePoint Server 2010 / Microsoft SharePoint Foundation 2010 / MOSS 2007/ WSS 3.0 servers. 3) Hardware configuration of the machine, where XPlica and SharePoint 2007 / 2010 are installed. 4) 'Service Pack' version of Windows Server & SharePoint 2007 / 2010 running currently. 5) XPlicaErrorLog.txt available in the installation path of XPlica (e.g., <Application Data Folder>\XPlica5x\Log). 6) While running a task, a set of files (ActivityLog.txt, ActivityErrors.txt, MetadataErrors.txt and XPlicaErrorLog.txt) will be generated under the respective 2

8 CHAPTER 1 XPlica for SharePoint 2010 Introduction task folder in History folder, available in the installation path of XPlica (e.g., <Application Data Folder>\XPlica5x\TaskHistory\<taskname>\<timestamp>). The <Application Data Folder> is the common location where XPlica tasks and task history will be stored in the computer running XPlica application. The <Application Data Folder> can be found from the Help -> About screen. The default path of <Application Data Folder> is as follows: a) Windows XP, Windows C:\Documents and Settings\All Users\Documents b) Windows 7, Windows Vista, Windows Server C:\Users\Public\Documents 1.2 System requirements XPlica for SharePoint 2010 application Windows 7 / Vista / XP (or) Windows Server 2008 / 2003 with the latest service packs and.net Framework 4.0 or higher. Microsoft Office 2010 / 2007 Suite or Microsoft Office 2007 Compatibility Pack (required when migrating Office 2010 / 2007 format based file properties). XPlica Web Service (Optional server-side component) XPlica Web Service component enables you to carry forward the Created Date, Last Modified Date, Created By, Modified By, Content Approval, Target Audience, and Business Connectivity Services (BCS) / Business Data Column (BDC) values of folders / files / list items during migration without any glitches. XPlica Web Service for SharePoint 2010: Windows Server 2008 R2 front-end web server(s) or application server(s) running Microsoft SharePoint Server 2010 / Microsoft SharePoint Foundation 2010 with the latest service packs. XPlica Web Service for SharePoint 2007: Windows Server 2008 / 2003 front-end web server(s) or application server(s) running Microsoft Office SharePoint Server 2007 / Windows SharePoint Services v3.0 with the latest service packs. XPlica Quick Migrator Agent XPlica Quick Migrator Agent is a server side component which enables you to perform the Quick Migration of SharePoint objects such as migration of Site Collections, sites or sub-webs, lists/libraries and folders. 3

9 CHAPTER 1 XPlica for SharePoint 2010 Introduction Windows Server 2008/2003 web front-end server(s) or application server(s) running Microsoft Office SharePoint Server 2007/ Windows SharePoint Services v3.0 / Microsoft SharePoint Server 2010 / Microsoft SharePoint Foundation 2010 with the latest service packs. Installation Instructions The application installation packages (.msi) must be installed depending on your content migration requirements (refer table below). The simple setup wizard will guide you through the installation process. Setup file Description XPlica.msi Install XPlica application on a client computer running Windows 7 / Vista / XP or the SharePoint Server. XPlicaWebService_2010.msi SharePoint 2010 servers (SharePoint Server 2010 / SharePoint Foundation 2010 running on Windows Server 2008 R2. XPlicaWebService_2007_x86.msi SharePoint 2007 servers (MOSS 2007 / WSS 3.0) running on 32-bit platform of Windows Server 2003 (or) Windows Server XPlicaWebService_2007_x64.msi SharePoint 2007 servers (MOSS 2007 / WSS 3.0) running on 64-bit platform of Windows Server 2003 (or) Windows Server XPlicaQuickMigratorAgent.msi SharePoint 2010 / SharePoint 2007 servers If necessary, reset IIS, by using IISRESET /noforce for the changes to take place in the SharePoint server. XPlica Web Service component must be installed in each front-end web server or application server. XPlica Quick Migrator Agent component must be installed in each front-end web server or application server if you intend to use XPlica Quick Migration task types such as migration of site collections, sites, lists/libraries and folders. 4

10 CHAPTER 1 XPlica for SharePoint 2010 Introduction 1.3 How to Activate the Software? Once you purchase the software online or through any one of our resellers, you will receive a sale notification through from our sales department. We will send you an with the necessary instructions to activate the software. In case you do not receive an from our sales team after you purchase the software, please send the following information to our sales department at sales@vyapin.com with the sales order number: Company Name: End-user Company Name Location: City & Country for the Company Name given above Please allow 12 to 24 hours from the time of purchase for our sales department to process your orders. Image 1 - Activate screen Perform the following steps to activate the software 1) Download evaluation/trial copy of software from the respective product page available in our website at 2) Install the software on the desired computer. 3) You will receive a license key through as soon as the purchase process is complete. 4) Click 'Activate' in Help -> About -> Activate menu to see the Activate dialog (as shown in Image 1). 5

11 CHAPTER 1 XPlica for SharePoint 2010 Introduction 5) Copy the license key sent to you through and pastes it in the 'License Key' textbox. For help on how to copy the license key, click 'Click here to see how to copy and paste the license key' link in the Activate dialog (as shown in Image 2). Image 2 - How to copy license key screen 6

12 Chapter 2 2 XPlica Template Manager 2.1 Introduction XPlica Template Manager XPlica provides domain mapping template and user / group mapping template to enable users to configure & reuse the templates when configuring migration jobs. These templates can be configured and saved using XPlica Template Manager tool. XPlica Template Manager Tool available under Templates Menu in the Task Manager will help you manage various templates. 7

13 CHAPTER-2 XPlica Template Manager XPlica Template Manager consists of two panes along with toolbar to manage templates. 1) Template Tree Pane 2) Template List Pane Template Tree Pane Template tree pane contains two parent nodes (groups) representing the template groups provided by XPlica. The templates created by users are listed out as sub-node for these parent nodes according to the nature of the template. The template related operations can be performed by using template actions toolbar. Template Actions Toolbar Template actions toolbar contains all the commands (or actions) to work with the various templates Action Description New Click New to create a new template. For more information, click Create a new template Save Click Save to save the changes made to the selected template. Delete Click Delete to delete a template from the list. For more information, click Deleting templates Copy Click Copy to copy an existing template in a different name. For more information, click Copy an existing template 8

14 CHAPTER-2 XPlica Template Manager Template List Pane Template list pane displays the all the available templates. It provides the information configured in the template about the selected template in template tree pane. Templates can be configured by using the appropriate options available for the selected template. 9

15 CHAPTER-2 XPlica Template Manager 2.2 Managing Templates Create a New Template You can create a template and reuse it as a saved template in the XPlica migration task. To create a new template: 1) Click New in XPlica Template Manager Dialog. 2) The New Template dialog will appear as shown below: 3) Enter a template name and specify the template group in New Template dialog and click Save. 4) Saved template will be added to the corresponding group node in Template tree pane. 5) Select the newly added template to edit and save the template. Copy an existing template You can copy and create (save as) a new template using an existing XPlica Template to modify a few settings from the existing template. To copy an existing template: 1) Select a template from the Template tree pane. 10

16 CHAPTER-2 XPlica Template Manager 2) Click Copy in XPlica Template Manager Dialog. 3) In Copy Template dialog, enter a new template name in Save As text-box. 4) Click OK to create a new template with the same mapping settings specified in the selected template. Delete an existing template To delete a Template: 1) Select a template from Template Tree pane. 11

17 CHAPTER-2 XPlica Template Manager 2) Click Delete or Press Del key in XPlica Template Manager dialog. 3) Click Yes in Delete Template message-box shown below: NOTE: Deleting a template will permanently delete the selected template from the template list along with settings. 12

18 CHAPTER-2 XPlica Template Manager 2.3 Domain Mapping Template XPlica uses domain mapping template to replace the unavailable / old domains with valid / new domains (e.g., on-premise to SharePoint Online migration) when assigning users / groups or permissions for the folder / document during content migration from one SharePoint environment to another. To create a new domain mapping template select New from the Templates Tools pane. The new template dialog will appear as shown below: Enter unique template name for the template. Select 'Domain Mapping' under the list of available template groups and click save button. The new template will be added under Domain Mapping node in template tree view as shown below: 13

19 CHAPTER-2 XPlica Template Manager XPlica domain mapping template enables you to load the list of domains available within the network either by clicking 'click here to load or Load Domain button. Once you click, both source domain list pane and destination domain list pane displays the list of available domains in the network as shown below: You have to select the appropriate source domain(s) from the source domain list and select the target domain to map from the list of available target domains. Finally, click Map button to map the domains. You also have the option to enter the domain names in the respective textboxes and finally click Map button to map. Multiple source domains can be entered separated by comma. Once you click Map button, selected domains are mapped and the mapped data is displayed in the domain mapping pane as shown below: 14

20 CHAPTER-2 XPlica Template Manager Action Description Delete Click Delete to delete a mapped data from the domain mapping. Delete All Click Delete All to clear the domain mapping. 15

21 CHAPTER-2 XPlica Template Manager 2.4 User / Group Mapping Template XPlica uses user / group mapping template to replace the unavailable users / groups with valid / new SharePoint users / groups when assigning user / groups or permissions for the folder / document during content migration from one SharePoint environment to another. You can use this mapping template for all Person or Group fields in SharePoint. To create a new user / group mapping template, select New from the Templates Tools pane. The New Template dialog will appear as shown below: Enter unique template name for the template. Select User / Group Mapping under the list of available template groups and click Save button. The new template will be added under User / Group Mapping node in template tree view as shown below: 16

22 CHAPTER-2 XPlica Template Manager XPlica user / group mapping template enables you to load the list of users / groups from various sources, either by clicking the appropriate hyperlinks or load users / groups menu as shown below: Available options to load users / groups 1) Load from Site Collection 2) Load from file 3) Load from domain controller Once you select the option and provide the appropriate inputs for source and target user, the list of users / groups are displayed on the respective users / groups list pane as shown below: 17

23 CHAPTER-2 XPlica Template Manager Select the appropriate source user / group from the source users / groups list and select the target user / group to replace from the list of available target users / groups. Finally, click Map button to map the users / groups. You also have the option to enter the user / group names in the respective textboxes and finally, click Map button to map. Once you click Map button, selected user / group are mapped and the mapped user pair is displayed in the user / group mapping pane as shown below: Action Description Delete All Click Delete All to clear the entire user / group mapping. Delete Click Delete to delete the selected user pair from mapping. 18

24 Chapter 3 3 XPlica Features 3.1 How to get started with XPlica? How to get started with XPlica for SharePoint 2010? In order to migrate the contents successfully from one SharePoint environment to another SharePoint environment using XPlica, you need to ensure the following things before commencing the migration process for the best results: 1) Versioning Settings should be identical in both source SharePoint list and destination SharePoint list. 2) Content Approval - In order to carry forward the content approval status of the document / list items and its version history while performing migration, the destination list should have the same Content Approval settings in the source and destination lists. It plays vital role to keep the version numbering in destination as in source. For this, the destination SharePoint server has to be featured with XPlica Web Service component that is shipped with XPlica application package. 3) Document Version History - In order to maintain the version history for all documents / list items being migrated to the destination list, the destination list must have Document / list item Version History option enabled like the source list. The major and minor (draft) versions settings must be identical to achieve the desired results in the migration process. If the source SharePoint library belongs to a SharePoint 2003 environment, it is recommended to select Create major versions option in the destination SharePoint 2010 / 2007 library so as to keep the version numbering alike. 4) List Columns - and their respective data types should be identical in both source SharePoint list and destination SharePoint list. In order to update the SharePoint column values in the destination list with the respective source SharePoint list column values, you must create the required columns (to be updated) in the destination SharePoint list as in source list. The destination list column's name and its type should exactly match the source list column, since XPlica updates the column value in the destination only if the columns are identical. You may use any column type in destination list, if the column value provided by the source 19

25 CHAPTER-3 XPlica Features SharePoint can be stored in the new column type. For example, 'Date and Time' column value can be stored in 'Single Line Text' column type available in SharePoint. 5) Content Types - should be available in destination SharePoint list. In order to assign the content type for a document / list item during migration, you need to create the required Content Types upfront in the destination list and associate the required SharePoint columns to the respective content type. If the equivalent source content type is not available in the destination SharePoint list, XPlica will assign the default content type of the destination list to the document / list item being migrated. XPlica simplifies the document / list item migration process by catering to different migration requirements of an organization under the following three task options: A. Migrates SharePoint List contents using the browse option - Migrates folders and documents / list items along with metadata to another SharePoint list based on the folders / documents / list items added by the user using XPlica user interface. This task option is ideally suited for bulk migration of documents / list items with unique metadata to multiple lists in a SINGLE SITE COLLECTION. B. Migrates SharePoint List contents using a batch descriptor file - Migrates folders and documents / list items along with metadata to another SharePoint list based on the sequential entries in the batch descriptor file. This task option is ideally suited for bulk migration of documents with the same or unique metadata to multiple lists residing in DIFFERENT WEB APPLICATIONS with ease. C. Migrate SharePoint objects using SharePoint Quick Migration Task Options of XPlica (Batch File Mode) - Migrate SharePoint objects like site Collections, webs, Lists and Folders including all meta data values along with attachments and customizations. 20

26 CHAPTER-3 XPlica Features 3.2 Task Manager XPlica for SharePoint 2010 uses a task oriented interface to manage the document / list item and metadata migration tasks in SharePoint. XPlica Task Manager in the main application window will help you manage XPlica migration tasks and their corresponding task history. XPlica Task Manager provides menus and tools to work with the migration tasks in a simple and elegant manner. XPlica Task Manager contains a standard menu bar and toolbar along with four panes to manage XPlica migration task effectively: 1) Task List pane 2) Task Properties pane 3) Task Details pane 4) Task History pane 21

27 CHAPTER-3 XPlica Features Standard menu bar and toolbar Standard menu bar and toolbar contain all the commands (or actions) to work with an XPlica migration task. Task List: Task List pane contains all migration tasks created by the user. Task related operations such as Edit Task, Copy Task, Delete Task and Run Now can be performed based on the selected task in the Task List pane. The remaining panes will change their content based on the selected task. Total task count will be displayed at the top of the banner. Task Properties: Task Properties pane displays the information about the currently selected task in Task List pane. It provides information about Task Name, Task Type, Created On and Last Modified On. If the currently selected task is setup to run using a Windows Scheduled Task (setup to run at a scheduled time), then the Task Properties adds additional information about schedule task such as Run As and Last Run status etc. 22

28 CHAPTER-3 XPlica Features Task Details: Task Details pane displays the task settings about currently selected task in Task List pane. 23

29 CHAPTER-3 XPlica Features Task History: Task History pane maintains every task run information as a list. It displays the required information about task execution status. It displays Task's Start Time, End Time, Elapsed Time and Remarks. 24

30 CHAPTER-3 XPlica Features 3.3 Change Application Data Folder Location XPlica enables you to change Application Data folder location, where XPlica s migration tasks and related settings, reference column mapping details, activity logs and error logs are stored, at any time after installing XPlica software. To change the Application Data folder location, perform the following steps given below: 1) Select About XPlica from Help menu 2) The About XPlica dialog appears as shown below: 25

31 CHAPTER-3 XPlica Features 3) Click Change... button to change Application Data folder location of XPlica application. The Browse For Folder location dialog will appear as shown below: 4) Select a desired folder location and Click OK. The folder location can be local drives or mapped network drives. 5) XPlica provides an option to copy or move the existing XPlica application settings (XPlica migration task settings, task histories, reference column mapping details, activity logs, error logs etc.) to the new location once you change the Application Data Folder. Once you specify the new Application Data folder location, XPlica will prompt you to copy or move existing XPlica application settings to the new location as shown below: 6) Click the desired action (Copy / Move / Close) to proceed. XPlica will use the new Application Data folder location henceforth. 26

32 CHAPTER-3 XPlica Features 3.4 Create New Task You can create a task to migrate folders / files / list items with attachments from one SharePoint List to another SharePoint List. XPlica facilitates migrating documents / list items and its associated metadata to a SharePoint list using the following migration methods: A. Migrate SharePoint List contents using the browse option: Migrate folders, files and list items along with metadata to a SharePoint 2010 / 2007 list based on the folders / files / list items manually added by the user using the XPlica user interface. B. Migrate SharePoint List contents using a batch descriptor file: Migrate folders, files and list items along with metadata to a SharePoint 2010 / 2007 list based on the entries defined in the descriptor file. XPlica processes the files / list items in the order in which they appear in the batch descriptor file. C. SharePoint Quick Content Migration (Batch File Mode): Migrate Quick Content Migration objects like Site Collection, sites and libraries with all relevant metadata from one SharePoint environment to another. 1) Click New Task from XPlica main screen. Or Select New Task from Task menu Or Press Ctrl + N 27

33 CHAPTER-3 XPlica Features 2) Select a task type in New Task dialog and click OK. 3) Create a task to Migrate SharePoint List contents using the browse option 4) Create a task to Migrate SharePoint List contents using a batch descriptor file 5) Create a XPlica Quick Migration Task SharePoint Quick Content Migration (Batch File Mode) 28

34 CHAPTER-3 XPlica Features 3.5 Edit an Existing Task - Edit Task To edit an existing task: 1) Select a task in the Task List pane. 2) Click Edit Task from XPlica main screen Or Select Edit Task from Task menu Or Press Ctrl + E 3) XPlica Task Wizard will load the selected task settings and appears as seen in Create New Task wizard. However, some of the options may be disabled when editing a task. a) Edit Migrate SharePoint List contents using the browse option b) Edit Migrate SharePoint List contents using a batch descriptor file c) Edit Migrate SharePoint Content using XPlica Quick Migration Task Options (Batch File Mode) 29

35 CHAPTER-3 XPlica Features 3.6 Copy an existing task To copy or create a new task from an existing XPlica migration task: 1) Select a task from the Task List pane. 2) Click Copy Task from XPlica main screen. Or Select Copy Task from Task menu 3) In Copy Task dialog, enter a new task name in Save As text-box; specify a Run As account and Password (if applicable) and Click OK to create a new task with the same migration settings specified in the selected task. 30

36 CHAPTER-3 XPlica Features 3.7 Delete an existing task To delete an XPlica migration task: 1) Select a task from Task List pane. 2) Click Delete Task from XPlica main screen. 31

37 CHAPTER-3 XPlica Features Or Select Delete Task from Task menu Or Press Del key 3) Click Yes in Delete Task message-box shown below: NOTE: Deleting a task will permanently delete the selected task and its task history items. 32

38 CHAPTER-3 XPlica Features 3.8 Run a Task XPlica 'Run Now' feature allows the user to instantiate a task anytime after the task has been created. To run a migration task: 1) Select a task from Task List pane. 2) Click Run Now from XPlica main screen. Or Select Run Now from Task menu Or Press Ctrl + R key 33

39 CHAPTER-3 XPlica Features 3) Click Yes in Run Now confirmation message box shown below: 4) The Credential Dialog will appear as shown below. The given credential will be used to connect to the SharePoint site. If either of the source Sharepoint or destination SharePoint is configured using federated identity (ADFS), then the Credential dialog will appear as shown below: 34

40 CHAPTER-3 XPlica Features For Federated authentication (Web Single Sign-on) based SharePoint sites, the Web Login Dialog to connect to SharePoint will appear as shown below: The given credential will be used to connect to the corresponding SharePoint site. 35

41 CHAPTER-3 XPlica Features 5) The current process of task will be reported in a new dialog as shown below: 6) Once the migration task is complete, a new entry will be added in Task History section, where you can view the migration activity performed when the task ran last. 36

42 CHAPTER-3 XPlica Features 3.9 Run a Task from Command Line XPlica command line feature allows the user to instantiate a task from DOS command prompt anytime after a migration task has been created using XPlica migration wizard. To run an XPlica migration task from command line: 1) Usage: XPlicaTaskRunner <task name> [/source] [/destination] [/profile :< domain name\user name>] [/u :< domain name\user name>] [/p: password] [/noprompt] Where, XPlicaTaskRunner task name /source /destination /profile Name of the XPlica Task Runner application, Specify absolute path where the XPlicaTaskRunner located. For example: C:\Program Files\XPlica4x\XPlicaTaskRunner.exe Name of the XPlica Task, to be run from DOS command prompt, Enclose the task name in double quotes. For example: "Sample Task1" This flag denotes the consequent arguments belong to the source SharePoint environments used for migration. This flag denotes the consequent arguments belong to the destination SharePoint environments used for migration. Denotes profile name stored in the current user context using XPlica s Profile Manager, in which XPlica task must be run. Enclose the user name in double quotes. For example: "/profile: voyager\adminuser" /u Denotes user name context in which XPlica task must be run in the domain\username format. Enclose the user name in double quotes. For example: "/u: voyager\administrator" /p Denotes the password for the user name specified in /u parameter. Enclose the password in double quotes. For example: "/p: 2ab45fb" /no prompt This optional flag suppresses XPlica s login dialog prompt to enter User credentials to connect to SharePoint 37

43 CHAPTER-3 XPlica Features 2) If /noprompt flag is not used, then the Credential Dialog will appear based on the options provided in the task. The given credential will be used to connect to SharePoint. 3) The migration task process will be reported in a new dialog as shown below: 4) Once the migration task is complete, click Refresh button available in Task History pane in XPlica main application. A new entry will be added in Task History section, where you can view the migration activity performed when the task ran last. Examples of invoking a migration task from the command prompt: C:\Program Files\XPlica5x> XPlicaTaskRunner "mytask1" /source "/u: voyager\administrator" "/p: 2az" /destination "/u: voyager\adminuser" "/p: 2az$%&" /noprompt C:\Program Files\XPlica5x> XPlicaTaskRunner "Sample Task1" /source "/profile: voyager\adminuser" /destination "/profile: voyager\poweruser" /noprompt DOS batch file examples: To execute XPlica task one by one from a batch file: "C:\Program Files\XPlica5x\XPlicaTaskRunner" "Sample Task1" "/source "/profile:voyager\adminuser" /destination "/profile:voyager\poweruser" /noprompt "C:\Program Files\XPlica5x\XPlicaTaskRunner" "Sample Task2" /source "/profile:voyager\adminuser" /destination "/profile:voyager\testuser" /noprompt To execute multiple XPlica tasks simultaneously: start "cmd" "C:\Program Files\XPlica5x\XPlicaTaskRunner" "Sample Task1" /source "/profile:voyager\adminuser" /destination "/profile:voyager\poweruser" /noprompt start "cmd" "C:\Program Files\XPlica5x\XPlicaTaskRunner" "Sample Task2" /source "/profile:voyager\adminuser" /destination "/profile:voyager\testuser" /noprompt 38

44 CHAPTER-3 XPlica Features 3.10 Create Windows Task Use this tool to create a Windows Task in Windows Task Scheduler interface to automatically run the migration tasks at scheduled intervals. This tool helps you to re-create the Windows Schedule Task in the following two scenarios: To create a Windows Schedule Task that was accidentally deleted and is required to be created again with the same schedule settings To create Windows Schedule Task when the XPlica migration tasks are migrated from an old machine to a new machine 1) Select a task from the Task List pane 2) If XPlica has enough information about the required Windows Schedule Task, the Create Windows Task option will be enabled. Select Create Windows Task from Task menu 39

45 CHAPTER-3 XPlica Features 3) In Create Windows Task dialog, specify a Run As account and Password and Click OK to create a new schedule task with the same schedule settings that was previously saved by XPlica Migration Task Wizard Test XPlica Web Service Test XPlica Web Service Existence XPlica Web Service component is a optional server-side component of XPlica software. This component must be installed on SharePoint 2007 / SharePoint 2010 servers only. Read System Requirements section carefully before installing this component. You must install XPlica Web Service component package in the SharePoint server, if you would like to perform the following operations in SharePoint without any glitches: propagate Created Date, Last Modified Date, Created By and, Modified By field values assign Content Approval Status & Comments assign Target Audiences (Global Audience group or Security/Distribution group) update Business data / External data fields update Managed Metadata fields create Document Sets NOTE: Current version of XPlica performs the above stated operations in SharePoint without XPlica Web Service component but with some limitations. 40

46 CHAPTER-3 XPlica Features 1) Select Test XPlica Web Service from Tools menu 2) The Test XPlica Web Service dialog appears as shown below: 3) Specify a valid SharePoint URL in the URL textbox to verify XPlica Web Service existence in the SharePoint Server. 4) Connect to the SharePoint URL using the specified user credentials. Enter the user name in any ONE of the following formats: <DOMAIN NAME>\<USER NAME>, 41

47 CHAPTER-3 XPlica Features UserName and its corresponding password. For example, contoso\johndoe, johndoe. 5) Click Verify button to test the existence of XPlica Web Service component in the destination SharePoint Server. When clicking this button, XPlica connects to the specified SharePoint server and checks the availability of XPlica Web Service component. XPlica will display the Web Service Status as below: You can verify whether XPlica for SharePoint 2010 Web Services is installed in the destination SharePoint Server using the icon representation displayed in the top-right corner of 'Test XPlica Web Service' dialog as described in the table below: This icon implies that XPlica Web Service component is installed in the SharePoint farm of the specified SharePoint URL. This icon implies that XPlica Web Service version mismatch. Uninstall the existing XPlica Web Service component installed on all front-end web servers and application servers in the target SharePoint farm and re-install the version of XPlica Web Service component that matches with XPlica client application version. This icon implies that XPlica Web Service component is not installed in the SharePoint farm of the specified SharePoint URL. Install XPlica Web Service component on all front-end web servers and application servers in the target SharePoint farm using the appropriate XPlica Web Service setup. 42

48 CHAPTER-3 XPlica Features 3.12 Profile Manager Use this tool to create a user profile in Windows Stored User Names and Passwords applet, in order to specify the user context to run XPlica migration tasks. The stored user profile will be very useful when you are trying to perform the following migration tasks in scheduled manner using XPlica: Migrating contents from SharePoint 2003 / 2007 environment to SharePoint 2007 / 2010 environment Migrating contents between two different SharePoint 2007 / 2010 server farms Migrating contents between two different Windows Domain Forest Migrating contents using Laptop / PC that is not part of the SharePoint domain The stored user profile persists for all subsequent logon sessions on the same computer where XPlica is installed. The stored user profiles are visible to other logon sessions on the same computer. The stored user profile created by using XPlica Profile Manager is restricted to the Windows User Profile context. If the Windows User Profile is maintained locally, XPlica stored user profile is accessible only by the same user in the same computer. If the user, who creates XPlica stored user profile, has a Roaming user account in the enterprise, the XPlica stored user profile can be accessed by the same user in any computer in the Windows enterprise. The stored user profile is a generic credential of Windows Stored User Names and Passwords applet and can be used by XPlica application only. The credential information is stored securely in a 256 bit encrypted format in Windows Stored User Names and Passwords applet. 1) In order to create an XPlica stored user profile, select Profile Manager from Tools menu. 43

49 CHAPTER-3 XPlica Features 2) The Profile Manager dialog will be shown as below: 3) In order to add user profile, click Add button and provide user information in the New User Profile as shown below: 44

50 CHAPTER-3 XPlica Features Click OK. 4) The newly added user profile will be shown in the Profile Manager as below: Henceforth, the stored user profile can be used as credential input in XPlica application in order to connect to the SharePoint environment. 5) Click Close button to close the Profile Manager dialog. 6) Additional References: Behavior of stored user names and passwords Stored User Name and Password Best practices (WS.10).aspx 45

51 CHAPTER-3 XPlica Features 3.13 Web Single Sign-on Dashboard Web Single Sign-on Dashboard helps you verify the connectivity status for a claimsenabled SharePoint site. The persistent connection ensures that XPlica can execute the migration task in unattended mode or scheduled mode using the already established connection for the SharePoint sites. XPlica uses Web Single Sign-on framework to eliminate providing username and password to connect to SharePoint as long as the connection is already available for the site. Shared Credential A Shared Credential is nothing but a credential that can be accessed by any claim-aware applications such as Internet Explorer, XPlica, etc. The shared credential is a combination of user name and password stored / used in a secured manner within the current Windows user profile. You can create the shared credential by selecting Keep me signed in option in the login dialog. If the shared credential is already available in the current Windows user profile, Web Single Sign-on uses this credential to access the SharePoint site unless the cookie is deleted. The shared credential will be very useful when you are trying to perform the following migration tasks in scheduled manner using XPlica: Migrating contents into SharePoint site using Federated Authentication / Claims Authentication Migrating contents into SharePoint Online in Office 365 that uses federated identity configured using ADFS. The shared credential persists for all subsequent logon sessions on the same computer where XPlica is installed unless the federation service treats it as expired or if the cookie is deleted from the computer. The shared credential by nature is restricted to the Windows user profile context only. The shared credential is accessible only by the same user in the same computer. The shared credential can be removed by deleting the cookies using Internet Explorer. 1) Launch Web Single Sign-on Dashboard tool using Tools menu or Click to check session status hyperlink in XPlica Task Wizard. 46

52 CHAPTER-3 XPlica Features 2) The Web Single Sign-on Dashboard dialog will be shown as below: 3) In order to verify the connectivity status of a site, provide the site URL in the text box and click Connect button to commence the authentication process. 47

53 CHAPTER-3 XPlica Features 4) If there is no shared credential available for the SharePoint site, you will be prompted for user credentials automatically as shown below: 48

54 CHAPTER-3 XPlica Features 5) Provide the user name and password in the respective text box. Select keep me signed-in option to create the shared credential and establish a persistent connection. Click Sign-in. 6) Once the authentication process is finished, the connectivity status will be shown as below: 49

55 CHAPTER-3 XPlica Features Henceforth, the shared credential can be used to connect to the federated SharePoint site by XPlica until the connectivity is closed or cookies are deleted. 7) Click Close button to close Web Single Sign-on Dashboard dialog List Metadata Collator List Metadata Collator tool helps you generate a full inventory of library / list items' in a given SharePoint Library or List along with their columns and corresponding values and export this information to a CSV file. This tool will be extremely useful when you would like to clean-up your existing metadata or fill-up missing metadata and input new metadata (re-organize metadata) during content migration to a new SharePoint server. 1) Select List Metadata Collator from Tools menu. 2) The List Metadata Collator dialog appears as shown below: 50

56 CHAPTER-3 XPlica Features Specify a valid SharePoint Library / List URL in the Source URL textbox. You can specify a SharePoint library/list/folder Location in the textbox (e.g., You can also specify a SharePoint online (Office 365) library/list/folder URL. 3) Specify the users credentials to connect to the SharePoint URL using the options given below : a) Use the following credential to connect to SharePoint- Connect to SharePoint URL using the user context stored in the user profile (OR) enter the user name in any ONE of the following formats: <DOMAIN NAME>\<USER NAME>, UserName@DomainName, UserName and its corresponding password. Click Connect button to proceed. 51

57 CHAPTER-3 XPlica Features b) Use federated authentication (Web Single Sign-on) to connect to SharePoint - Connect to a SharePoint site (SharePoint On-premise or SharePoint Online) using federated identity configured using ADFS. Also, select this option to connect to Office 365 SharePoint Online configured using federated identity provider. To connect to Office 365's SharePoint Online environment, you can use Web Single Sign-on option for both Cloud Identity (Office 365 Online User Credential e.g., johndoe@vyapin.onmicrosoft.com) and Federated Identity (configured via ADFS e.g., johndoe@vyapin.com). Upon clicking Connect button, you will be prompted for login credentials (username and password) as shown below: 52

58 CHAPTER-3 XPlica Features Provide User ID and Password in the respective textboxes and click Sign in button to proceed. 4) Select desired columns from the available columns list. The column value will be exported along with the list item URL to the metadata file. 53

59 CHAPTER-3 XPlica Features 5) Export Options: Select any one of the following options to generate the URL for the list items: a) Export absolute URL of the items - Generate the absolute URL of the items with specified column value. b) Export base URL of the items - Generate URL of the items parent URL with specified column value. 6) Traversal Options: Select any one of the list traversal options as given below: a) All items and folders - Generate the URL list for all items and folders in the specified location. b) All items only - Generate the URL list for all items only, but not folders. c) All folders only - Generate the URL list for all folders, but not the items d) Items in current level - Generate URL for all items and folders in the current / top level. e) Version Options: Select any one of the list Version options as given below: f) Latest Version - Generate the URL list for all item's latest version in the specified location. g) All Versions - Generate the URL list for all versions of the items. 7) In Export as: Specify valid export path in export as textbox (or) Click (...) button to specify the export file name. An Export dialog appears as shown below: 8) Select option Open metadata file once export is complete to open the metadata file automatically after completing the export process. 54

60 CHAPTER-3 XPlica Features 9) Click Start Export... button to start the export process. 10) After clicking Start Export... button, a dialog appears as shown below: If you want to stop the export, click the Stop export... button. 11) Click Close button to close the List Metadata Collator dialog. 55

61 CHAPTER-3 XPlica Features 3.15 Cleanup History XPlica maintains the task history of each task run in the application task history folder e.g., <All Users Application Data>\XPlica5x\TaskHistory\<taskname>\<timestamp>. Over a period of time, the task history folder grows in size. We recommend cleaning up the task history periodically to control the disk space usage. To cleanup task history, perform the following steps given below: 1) Click Cleanup History from XPlica Task Manager. Or Select Cleanup History from Tools menu 2) The Cleanup History dialog appears as shown below: a) Selecting Retain task history for last <n> runs only option will remove all history entries for each task that are older than <n> runs (task instances). b) Selecting Retain task history for last <n> days only option will remove all history entries for each task that are older than <n> days. 56

62 CHAPTER-3 XPlica Features 3.16 View Activity Log To view activity log associated with a task history item: 1) Select an item from Task History pane. 2) Click View Activity Log from XPlica main screen. Or Select View Activity Log from Tools menu 3) The Activity Log Viewer dialog appears as shown below: 57

63 CHAPTER-3 XPlica Features 4) The activity log of a task is classified into four different categories (seen under separate tabs): a) Task Statistics: Summarizes the migration task summary statistics and detailed statistics for each SharePoint list. b) Task Results: Summarizes the results to verify if the Content Types and Columns exactly match in the source and destination locations. c) Migration Errors: Summarizes the errors that occurred during migration. d) Items Ignored: Summarizes the list items ignored during migration based on certain conditions. e) Items Overwritten: Summarizes the list items overwritten during migration based on user settings. f) All Results: Summarizes the detailed results of the migration task g) Migration Settings: Summarizes the source and destination List Settings at the time of migration. h) Task settings: Summarizes the task settings at the time of migration i) Resolution Tips: Summarizes the commonly encountered error messages and the ways to address them. 58

64 CHAPTER-3 XPlica Features 5) Click Save Results button to save the task results in Microsoft Excel format. Each tab in ActivityLogViewer dialog is stored as a separate worksheet in MS- Excel. 6) Click Open Log Folder button to open the folder that contains the activity log of the currently displayed task history item. NOTE: For all errors, refer Migration Errors section of Activity Log to view a description of the actual error that occurred during migration Remove a task history item To remove a task history item: 1) Select item from Task History pane. 2) Click Remove from XPlica main screen. Or Select Remove Activity Log from Tools menu 59

65 CHAPTER-3 XPlica Features This will remove the currently selected activity log entry and log folders & files associated with the task history item. 60

66 CHAPTER-3 XPlica Features 3.18 Task History When a migration task is run in XPlica, the task migration information is maintained in the 'TaskHistory' folder. The task history information can be seen at right-bottom of XPlica application's main window. To view task history of a particular task: 1) Select a task from Task List pane. 2) The history of task will be displayed at right-bottom of XPlica main window as shown below: 61

67 CHAPTER-3 XPlica Features Where Start Time -> Date and Time a task was initiated. End Time -> Date and Time a task completed its migration process Elapsed Time -> Total time (hh:mm:ss) a task has taken to complete its migration process. Remarks -> Brief remark about the status of migration. Possible Remarks Description Completed successfully Migration process was completed successfully without any errors Incomplete: refer activity log Migration process encountered certain errors as described in the activity log Incomplete: eval limit reached Migration process reached the maximum allowed number of files to migrate in evaluation / trial version. This message is applicable for evaluation / trial version only. Terminated: cancelled by user Migration process was cancelled by the user. Terminated abnormally The migration process was abnormally terminated / killed. Failed: the following error The migration process could not be initiated as occurred while creating there were errors in creating the activity log files activity log and when initiating the migration process. The following operations can be performed on Task history items: View activity log Remove a task history item Manage task status Cleanup history 62

68 CHAPTER-3 XPlica Features 3.19 Task status To view and manage task status of a selected task: 1) Click Task Status from XPlica main screen. Or Select Task Status from Tools menu 2) The Task Status dialog appears as shown below: 63

69 CHAPTER-3 XPlica Features 3) Show status for <n> days: Upon clicking Go button, displays task history, entries of all tasks, which were running within the specified number of days. 4) Refresh: Reloads the task history entries and updates the newly run tasks (if any). 5) Open Log Folder: Opens the folder that contains the activity log of the currently selected task history item. 6) View activity log: Displays activity log of the currently selected task history item. 7) Remove: Removes the currently selected task history entry and its associated log folders and files. 8) Remove all: Removes all task history entries and their associated log folders and files that are currently displayed. 9) Click Close button to close this window. 64

70 Chapter 4 4 Migrate SharePoint List contents using the browse option 4.1 Create Reference File The following section describes the guidelines to create an external reference file for Migrate SharePoint List contents using the browse option task option. 1) The first row of the metadata file should contain the Field Names as headers. In a migration task, data type of the columns must be the same across all lists. SharePoint Columns that are read-only will not be updated by XPlica. 2) The first field should be named as 'Source Path'. 'Source Path' field should be followed by other field names separated by a delimiter character such as comma (,), semi-colon (;) etc. The delimiter character used in the external reference file should be same as 'Format' string value available in the registry key (HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Jet\4\Engines\Text). The following table shows the equivalent Format string for 'List Separator' in the registry key: List Separator Equivalent Format String (comma) CSVDelimited ; (semi-colon) Delimited (;) * (asterisk) Delimited(*) 3) The 'Source Path' field will not be carried forward as a metadata column in SharePoint. 4) The first column of all the rows should contain the path of the file or folder or list item e.g., " documents/sample.doc", " 65

71 CHAPTER-4-Migrate SharePoint List contents using the browse option 5) The column 'Version Number' is an optional column in the reference file. By using this column, you can also provide metadata for document versions being migrated to destination SharePoint lists. XPlica looks up the metadata of the respective version history from external reference file and assigns them to the respective document / list item versions during migration. The following table shows the usage of the Version Number column in the external reference file. Source Path Version Number Author Name Brochure.doc 0.1 John Doe Brochure.doc 1.0 John Doe Brochure.doc 2 David Blake Brochure.doc 2.1 Jane Doe NOTE: If the 'Version Number' column is not present in the external reference file, XPlica updates the metadata only for the latest version of the document during migration. 6) The column 'New Name' is also an optional column in the reference file. By using this column, you can provide an alternate name for folder or file or list item to be renamed during migration. Source Path Destination Path New Name File.xls documents/folder1 Sample Worksheet Xls documents/folder1 Resource John Doe XPlica migrates 'Sample File.xls' as 'Sample Worksheet.xls' into the destination location 'http: //RD65/technical documents/folder1'. This renaming operation does not change the source contents in the source SharePoint list. In other words, XPlica during the migration process migrates the source file or list item in the alternative name given under the 'New Name' column of the reference file. 66

72 CHAPTER-4-Migrate SharePoint List contents using the browse option Important Note: If you are using 'New Name' column along with 'Version Number' column in the reference file, you have to specify the same 'New Name' for all the document versions to be migrated to the destination list. Source Path Destination Path Version Number New Name Author Name nts/sample File.xls documents/folder1 0.1 Sample Worksheet.xls John Doe nts/sample File.xls documents/folder1 0.2 Sample Worksheet.xls John Doe nts/sample File.xls documents/folder1 1.1 Sample Worksheet.xls John Doe nts/sample File.xls documents/folder1 2.0 Sample Worksheet.xls John Doe 7) For CSV and TXT formats, all field names and their corresponding metadata values should be enclosed within double quotes ( ) e.g., John Doe. When using accented characters such as [á é í ó] in folder / file names, the CSV / TXT metadata file must be in UNICODE encoded format. 8) For Microsoft Excel file formats (XLS / XLSX), do not enclose the field names and their corresponding metadata values within double quotes. 9) Ensure date values are in 'Date Only' or 'Date And Time' format. 10) Lookup data type value will be assigned based on column value only. Lookup columns referring to non-existing list and column will not be updated by XPlica. 11) People or Group data type value should be user name, Active Directory (AD) group name or SharePoint group name. User or group name referring to nonexisting user or group will not be updated by XPlica. The user Login Name (domain\username), Display Name (John Doe) or address (someone@example.com) can be used to denote a user account 67

73 CHAPTER-4-Migrate SharePoint List contents using the browse option The following section describes the data types supported by SharePoint and an example of how to state the value in the reference file for migration. SharePoint Data Remarks Example Yes/No Text Multi-line Text Date and Time Number Currency Choice (Single value) Choice (Multiple values) Lookup (Single value) If any other value appears in the metadata file, other than Yes/No, default value will be assigned. The text length should not exceed 255 characters. The text length should not exceed 255 characters (preferred). Date or Date & Time can be given in this field. XPlica provides an user option to specify the date mask to use for the date fields in metadata file in the task setup wizard. The fixed or floating number can be given to this field. The value should not exceed the numeric boundary. The fixed or floating number can be given to this field. Do not use any currency symbol ($) with this field value. The value should not exceed the currency boundary. Text or Number value can be given to this field. Do not use multiple values unless defined in SharePoint to accept multiple values. Text or Number values can be given to this field. The values can be of single or multiple. Multiple values should be separated with ';'. Text or Number value can be given to this field. Do not use multiple values unless defined in SharePoint to accept multiple values. In this case, you must specify the column value in the metadata file. XPlica will search for the value in the corresponding "Yes" "No" "This is sample text" "This is sample text\nthis is sample for multi-line text" "12/30/ :50 AM" "1/25/2007" "10" "3.41" "100" "10000" " " "Male" "15" "Windows 2000;Windows XP; Windows 2003;Windows Vista" "Windows XP" 68

74 CHAPTER-4-Migrate SharePoint List contents using the browse option Lookup (Multiple values) People or Group (Single Value) column of the referenced list and assign the ID of the first item matching the column value to the lookup column of the migrated file or list item, only if the column value exists. Note: If the specified column value is of folder type, the ID of the folder will not be assigned. Text or Number values can be given to this field. The values can be of single or multiple. Multiple values should be separated with ';'. In this case, you must specify the column value in the metadata file. XPlica will search for the value in the corresponding column of the referenced list and assign the ID of the first item matching the column value to the lookup column of the migrated file or list item, only if the column value exists. Note: If the specified column value is of folder type, the ID of the folder will not be assigned. User name, AD Group name or SharePoint Group name can be given to this field. The user Login Name (domain\username), Display Name (John Doe) or address can be used to denote a user account. The user value format (login name or display name or address) used to identify the user account must be specified in the migration wizard for the values to be interpreted correctly. All the user entries in the external metadata file must be in the same format. Do not use multiple values "Stock Details; Accounts; Product Details" "VOYAGER\Administrator" "BUILTIN\Administrator" "Backup Owners" "someone@example.com" "John Doe" 69

75 CHAPTER-4-Migrate SharePoint List contents using the browse option People or Group (Multiple value) Hyperlink or Picture Business Data (BDC) / External Data (BCS) (Applicable only for SharePoint Enterprise Edition) unless the equivalent column defined in SharePoint can accept multiple values. XPlica will search for the value in the site users list and assign the ID of the matching the user or group name to the People or Group column of the migrated file, only if the user or group name exists. User name, AD Group name or SharePoint Group name can be given to this field. The user Login Name (domain\username), Display Name (John Doe) or address (someone@example.com) can be used to denote a user account. The user value format (login name or display name or address) used to identify the user account must be specified in the migration wizard for the values to be interpreted correctly. All the user entries in the external metadata file must be in the same format. The values can be of single or multiple. Multiple values should be separated with ';'. XPlica will search for the value in the site users list and assign the ID of the matching the user or group name to the People or Group column of the migrated file, only if the user or group name exists. The http URL of any resource or picture can be given to this field. The BDC / BCS column value along with the filter name can be specified in this field. XPlica will search for the specified column value in the LOB entity using the given "VOYAGER\User1; BUILTIN\Administrators; Members; Temps" Guest " Documents/My Sample File.doc" " "Company Name: Vyapin" "ID:1000" "Product Name: XPlica for SharePoint" If the filter name contains colon (:) in its name, use the following 70

76 CHAPTER-4-Migrate SharePoint List contents using the browse option Managed Metadata (Single Value) filter and assign the corresponding ID (when the BDC / BCS column value match is found) of the LOB record to the BDC / BCS column in SharePoint. Specify this value in filter name: value format. If the filter name contains colon (:) in its name, specify this value in FILTER: filter name, QUERY: value, where FILTER and QUERY are reserved words. XPlica also automatically fills-up the column values associated with the BDC / BCS column during import. In order to assign the values to the BDC / BCS column, XPlica Web Service component must be installed in the destination SharePoint server (MOSS / Microsoft SharePoint Server 2010). Text or Number value can be given to this field. Do not use multiple values unless defined in SharePoint to accept multiple values. In this case, you must specify the term label or synonyms of the term label or column value with full term path in the metadata file. XPlica will search the specified value from the term set selected for the corresponding managed metadata column and assign the ID of the matching term value to the managed metadata column of the imported file, only if the column value exists. The term path should be separated with ' '. Note: If the specified column value is unavailable in the term store, XPlica checks if the term set is open to creating new terms. If syntax: "FILTER: Product: Product ID, QUERY: XPlica" "FILTER:ID:Name,QUERY:1000AX" "Continent North America Country United States States Alaska" "Alaska" 71

77 CHAPTER-4-Migrate SharePoint List contents using the browse option Managed Metadata (Multiple Values) yes, XPlica creates the new terms under the term path specified in the metadata file. Otherwise, the specified term will not be assigned for the specific file / folder. If you specify the term label in the metadata file, XPlica will search the specified term value and assign the first matching term value for the corresponding managed metadata column. In order to assign the values to the Managed Metadata column, XPlica Web Service component must be installed in the destination SharePoint server (Microsoft SharePoint Server 2010). Text or Number values can be given to this field. The values can be of single or multiple. Multiple values should be separated with ';'. In this case, you must specify the term label or synonyms of the term label or column value with full term path in the metadata file. XPlica will search the specified value from the term set selected for the corresponding managed metadata column and assign the ID of the matching term value to the managed metadata column of the imported file, only if the column value exists. The term path should be separated with ' '. Note: If the specified column value is unavailable in the term store, XPlica checks if the term set is open to creating new terms. If yes, XPlica creates the new terms under the term path specified in the metadata file. Otherwise, "Continent North America Country United States States Washington;Continent North America Country United States States California; Continent North America Country United States States Alaska" "Washington; California; Alaska" 72

78 CHAPTER-4-Migrate SharePoint List contents using the browse option the specified term will not be assigned for the specific file / folder. If you specify the term label in the metadata file, XPlica will search the specified term value and assign the first matching term value for the corresponding managed metadata column. In order to assign the values to the Managed Metadata column, XPlica Web Service component must be installed in the destination SharePoint server (Microsoft SharePoint Server 2010). Sample format of a CSV / TEXT metadata file: Note: Refer Point #2 for the separator to be used in the reference file "Source Path","Modified Date, Author Name, Position,"Department" " 11/06/2006, John Doe, Director, Senior Management" " 11/24/2006, JaneDoe, VP Sales, Corporate Sales" " 09/09/1999, David Blake, Sales Manager, Consumer Sales " " Assistant","Accounts" 73

79 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.2 Create Task To create a task to migrate folders, files and list items along with metadata from one SharePoint list to another SharePoint list: 1) Select Migrate SharePoint List contents using the browse option option in XPlica Task Options dialog as shown below and click OK. 74

80 CHAPTER-4-Migrate SharePoint List contents using the browse option 2) The XPlica Task Wizard appears as shown below: 3) Click Next button 4) Specify the Source SharePoint location 5) Specify the Destination SharePoint location 6) Add Items to migrate 7) Specify Version Options 8) Specify External Reference File 9) Specify SharePoint Column Options 10) Specify System Dates 11) Specify System Users 12) Specify Content Type Settings 13) Specify Content Approval Status 14) Specify File Settings for SharePoint libraries 15) Specify List Item Settings 16) Specify Migration Conditions 17) Specify Task Settings 18) Click Finish button to create the task, or click Back button to change the task settings. 75

81 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.3 Source SharePoint location To specify a SharePoint URL of a site / list / folder location from which you wish to migrate folders, files and list items, perform the steps given below: 1) The SharePoint destination location step appears as shown below: 2) Specify a valid SharePoint URL in the URL textbox. You can specify a SharePoint site, list or folder location in the URL textbox. XPlica will load the tree view of the source location from the level specified in this textbox. 3) Specify the users credentials to connect to the SharePoint URL specified above using the options given below: a) Use the following credential to connect to source SharePoint -Connect to SharePoint URL using the user context stored in the user profile (OR) Enter the user name in any ONE of the following formats: <DOMAIN NAME>\<USER NAME>,UserName@DomainName, UserName and its corresponding password. XPlica will initiate Windows authentication or Forms authentication depending on configuration in the source SharePoint site. Click Next button to proceed. 76

82 CHAPTER-4-Migrate SharePoint List contents using the browse option In scheduled migration process, XPlica allows the user to enter different user credentials to connect to SharePoint and to create a scheduled migration task (unattended mode). By default, XPlica will use the user account specified in the scheduled 'Run As' user context to connect to SharePoint. In case, if you decide to use different user context to connect to SharePoint when running the scheduled task, you can do so by storing the SharePoint user context for future use. XPlica will store the user credential to connect to SharePoint in the Microsoft Windows Stored User Names and Passwords applet / Credential Manager for security reasons. The stored user profile is tied to the user context (currently logged on user account) in which the profile is created. Click... button to create new user profile. b) Use federated authentication (Web Single Sign-on) to connect to source SharePoint -Connect to a SharePoint site (SharePoint On-premise or SharePoint Online) using federated identity configured using ADFS. Also, select this option to connect to Office 365 SharePoint Online configured using federated identity provider. To connect to Office 365's SharePoint Online environment, you can use Web Single Sign-on option for both Cloud Identity (Office 365 Online User Credential e.g., johndoe@vyapin.onmicrosoft.com) and Federated Identity (configured via ADFS e.g., johndoe@vyapin.onmicrosoft.com). 77

83 CHAPTER-4-Migrate SharePoint List contents using the browse option Upon clicking Next button to proceed, you will be prompted for credential (username and password) as shown below: Provide ID and Password in the respective textboxes and click Sign in in button to proceed. 78

84 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.4 Destination SharePoint location To specify a SharePoint URL of a site / list / folder location into which you wish to migrate folders, files and list items, perform the steps given below: 1) The Destination SharePoint location step appears as shown below: 2) Specify a valid SharePoint URL in the URL textbox. You can specify a SharePoint site, list or folder location in the URL textbox. XPlica will load the tree view of the destination location from the level specified in this textbox. 3) Specify the user credentials to connect to the SharePoint URL specified above using the options given below: a) Use the following credential to connect to destination SharePoint Connect to SharePoint URL using the user context stored in the user profile (OR) Enter the user name in any ONE of the following formats: <DOMAIN NAME>\<USER NAME>,UserName@DomainName, UserName and its corresponding password. XPlica will initiate Windows authentication or Forms authentication depending on configuration in the destination SharePoint site. Click Next button to proceed. 79

85 CHAPTER-4-Migrate SharePoint List contents using the browse option In scheduled migration process, XPlica allows the user to enter different user credentials to connect to SharePoint and to create a scheduled migration task (unattended mode). By default, XPlica will use the user account specified in the scheduled 'Run As' user context to connect to SharePoint. In case, if you decide to use different user context to connect to SharePoint when running the scheduled task, you can do so by storing the SharePoint user context for future use. XPlica will store the user credential to connect to SharePoint in the Microsoft Windows Stored User Names and Passwords applet / Credential Manager for security reasons. The stored user profile is tied to the user context (currently logged on user account) in which the profile is created. Click... button to create new user profile. b) Use federated authentication (Web Single Sign-on) to connect to destination SharePoint -Connect to a SharePoint site (SharePoint Onpremise or SharePoint Online) using federated identity configured using ADFS. Also, select this option to connect to Office 365 SharePoint Online configured using federated identity provider. To connect to Office 365's SharePoint Online environment, you can use Web Single Sign-on option for both Cloud Identity (Office 365 Online User Credential e.g., johndoe@vyapin.onmicrosoft.com) and Federated Identity (configured via ADFS e.g., johndoe@vyapin.onmicrosoft.com). 80

86 CHAPTER-4-Migrate SharePoint List contents using the browse option Upon clicking Next button to proceed, you will be prompted for credential (username and password) as shown below: Provide ID and Password in the respective textboxes, and click Sign in button to proceed. 81

87 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.5 Items to migrate To add folders, files and list items to migrate to the destination location in SharePoint: 1) The Items to migrate step appears as shown below: 2) Click Add / Edit button to add and remove the folders and files for migration. 3) The Select contents to migrate dialog appears as shown below: 82

88 CHAPTER-4-Migrate SharePoint List contents using the browse option 4) Select contents to migrate dialog contains a textbox (top), tree-view (top-left) and a list-view (top-right), which provides explorer like view to select folder / file / list item to migrate. The source Folder textbox allows you to directly browse the specified folder location in the connected source SharePoint list. You must specify the folder's relative path and Click the arrow button to mount the specified folder as a root item in the explorer view. This option will be very useful if the connected list contains large number of folders and sub-folders. The source search textbox allows you to search for list items for the keyword specified in search textbox. Advanced Search Link will be enabled for site that has office search service. You will also see a textbox (middle) and a tree-view (bottomleft), which enables selection of destination location into which you wish to migrate them. 83

89 CHAPTER-4-Migrate SharePoint List contents using the browse option 5) Browse the source folders, files and list items of source SharePoint list and select the required folders, files and list items from list view (top right pane). Select a destination location in the tree-view (bottom right pane) and click MIGRATE button to add selected items for migration. 84

90 CHAPTER-4-Migrate SharePoint List contents using the browse option 6) You can perform keyword search by entering search keyword in search keyword textbox and selecting the list items based on search results for migration to another SharePoint list. NOTE: Selecting list items for migration based on search results is not applicable for SharePoint You can also enhance your keyword search by, specifying Managed Property with value in keyword search textbox. 85

91 CHAPTER-4-Migrate SharePoint List contents using the browse option If advanced search is enabled in SharePoint site then you can perform advanced search by clicking Advanced search link. The Advanced search dialog appears as shown below: 86

92 CHAPTER-4-Migrate SharePoint List contents using the browse option Click (...) button to add the SharePoint managed properties in properties drop-down. The Add Managed Properties Dialog appears as shown below: Specify the managed property name in Name textbox and select the data type of the column in SharePoint in the Type drop-down. Click Add button to add the managed property to the property drop-down. Click Remove button to remove the columns from the property drop-down. You can specify the conditions by selecting the property name and by specifying a corresponding value with the necessary operator. You can use mathematical operators such as >, =, >= etc. to define your query. Complex queries can be constructed by using logical operator 'AND' or 'OR'. You can Tune search by clicking Search Tuner... Button. The Search Tuner dialog appears as shown below: 87

93 CHAPTER-4-Migrate SharePoint List contents using the browse option a) Search Options: Search across all content in the index - XPlica will search for list items across all the indexed content. Search across the current site and all of its sub-site - By default, XPlica will search for list items at current site and all of its sub-sites. b) Properties: Trim duplicate search results - By default, XPlica will remove the duplicate items from search results. Include stemming results - By default, XPlica will not include the stemming results. Include only relevance results - By default, XPlica will include only relevance results. c) Search results: Process only items (recommended) - By default, XPlica will search for list items only. Process all results - XPlica will include all list view URLs, site URLs in search. d) Perform keyword search, if advanced search is not enabled - To perform keyword search based on your keywords specified in All keywords textbox, Any Keywords textbox, Exact Phrase textbox and it will ignore all the properties, scopes and result types specified in search query. 7) The selected folders, files and list items added for migration will be displayed in the Migration list grid. XPlica processes the top-level folders, files and list items added for migration in the order in which it appears in the Migration list grid. 88

94 CHAPTER-4-Migrate SharePoint List contents using the browse option The migration process order can be changed by the navigation buttons available in the right side of the grid. 8) XPlica will migrate the folders, list items and associated metadata based on Traversal Options. Use button to edit the folder traversal option for list, folders that are added in added for migration list. A Traversal Options dialog appears as shown below. Select any of the following folder options given below to specify the contents to be migrated from the source sites: a) Migrate site and its sub-sites' list contents - - This option migrates lists contents in source SharePoint site and its sub-sites. b) Migrate top-level site's list contents only - This option migrates list contents available in the top-level site's only. XPlica will not traverse the subsite's within the top level sites. Select any of the following folder options given below to specify the contents to be migrated from the source folders: a) Migrate list items and retain source sub-folder structure (All items and folders) - This option migrates folders and files exactly as they are in 89

95 CHAPTER-4-Migrate SharePoint List contents using the browse option source SharePoint list. The source folder structure will be retained in the destination location. b) Migrate list items in the top-level folder(s) only (Top level items) - This option migrates files available in the top-level folders only. XPlica will not traverse the sub-folders within the top level folders. c) Migrate sub-folder structure only and igrnore all list items (All folders only) - This option creates the sub-folder structure in the destination location and ignores all list items that are available within the added folder and subfolders. d) Migrate list items only and ignore source sub-folder structrue (set approprate action for duplicate file names) (All items only)- This option migrates files only and ignore its source folder structure in the source SharePoint list. Note: Specify the appropriate options in File Settings step to handle situations where same filenames may be available for more than one file in different source folder hierarchy (sub-folders). NOTE: Folder Traversal option is not applicable for list items. The top-level folder is the folder added or specified for migration by the user. XPlica will commence the migration process from this top-level folder. Select the appropriate option to create the top-level folder by selecting the option buttons (Yes/No). By default, XPlica expects the destination folder location to exist in SharePoint. If the destination folder is not available in the destination location, XPlica fails to migrate the list item to the specified folder in SharePoint. You can change this behavior by selecting the option Create unavailable folder hierarchy if the destination location does not exist. In this case, XPlica will automatically create the unavailable folder hierarchy (folder and sub-folders) in destination SharePoint during migration process. After creating them, it will commence the migration to the required folder in SharePoint. By using this option, you can simply avoid the error message 'Unable to locate destination folder with the specified URL' reported in Activity Log Viewer, since XPlica will take care of creating the new folder structure in the destination location. NOTE: XPlica does not create list if it is unavailable in the SharePoint. In other words, XPlica creates unavailable folders alone in an existing SharePoint list. 9) Click OK button to proceed or click Cancel to discard the changes. 10) Items to migrate steps contains the folders and files added for migration as shown below: 90

96 CHAPTER-4-Migrate SharePoint List contents using the browse option 11) Click Next to proceed. 91

97 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.6 Version Options To selectively migrate document / list item versions to the destination location: 1) The Version Options step appears as shown below: 2) By default, Migrate latest version only option is selected. List item version settings will be used for all the list items / documents migrated from the source SharePoint list. 3) Select any one of the following version settings. a) Migrate Latest version only - Migrate the latest document / list item version from the source. b) Migrate version by - Migrate document / list item versions by specifying the range as given below: Version range - Migrate only document / list item versions specified in the range from the source list e.g., versions 2.0 to 5.0 Last N versions - Migrate only last 'n' versions of the document / list item from the source list, where 'n' is a valid integer value e.g., last 5 versions 92

98 CHAPTER-4-Migrate SharePoint List contents using the browse option Last N days versions - Migrate document / list item versions that were created within last specified days. e.g., last 10 days versions c) Migrate All versions - Migrate all document / list item versions available in the source list. 5 Click Next to proceed. 93

99 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.7 External Reference File XPlica provides an additional facility to update metadata from an external reference file for metadata cleansing purposes. When a document / list item metadata is specified in the external reference file, XPlica uses the values in the external reference file instead of the document / list item metadata values as available in the source SharePoint list. To specify the external reference file to use to assign document properties in SharePoint: 1) The External Reference File step appears as shown below: 2) Click (...) button to specify the external reference file. The reference file can be any one of the following file formats - Comma delimited (CSV), Microsoft Excel (XLS) or Text file (TXT). 3) The external reference file will automatically be extracted once the file name is specified. If you are using a Microsoft Excel based external reference file, then select the sheet name to use from the drop-down. 4) Specify the Metadata columns to update by choosing one of the options given below: a) Do not update metadata values - No columns will be updated 94

100 CHAPTER-4-Migrate SharePoint List contents using the browse option b) Update all columns - All columns available in the reference file will be updated c) Update selected columns only - Selected columns only will be updated d) Ignore selected columns - All columns will be updated, except the selected columns 5) Select required columns from the reference file to be updated in SharePoint based on the selected option in Step: SharePoint Column Options. 6) Select the Fill-in choice settings as below, a) Do not add new values to the column definition - When selecting this option, XPlica does not create or add new values to the column definition (For example: Choice field definition, Managed Metadata field definition). b) Add new values to the column definition regardless of 'Allow Fill-in choices' option in the destination list - When selecting this option, XPlica will create or add new values to the column definition regardless of 'Allow Fillin choices' option in the destination list. c) Add new values to the column definition only if the column has 'Allow Fill-in choices' option is set to 'Yes' in the destination list - When selecting this option, XPlica will create or add new values to the column definition only if the column has 'Allow Fill-in choices' option is set to 'Yes' in the destination list. 7) Specify Date and Time format for the date fields and the User value format for the user related columns entered in the reference file. The selected formats will be used to parse the external reference file and assign them to the respective columns in SharePoint. 95

101 CHAPTER-4-Migrate SharePoint List contents using the browse option 8) Click Next to proceed. 96

102 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.8 SharePoint View Options To selectively migrate views from the SharePoint list: 1) The SharePoint View Options step appears as shown below: 2) Select any one of the following metadata settings: Do not migrate views - No views will be migrated to destination SharePoint list. Migrate all views - Migrates all views available in source SharePoint to destination SharePoint list. Migrate selected views - Migrates views that are specified in the textbox. 97

103 CHAPTER-4-Migrate SharePoint List contents using the browse option 4) In case if a view with the same name already exists in the destination location, then a) Do not overwrite - Skips the view from migration. b) Overwrite - Updates the existing view in the destination list. 5) Click Next to proceed. 98

104 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.9 SharePoint Column Options To selectively update metadata columns from the SharePoint list: 1) The SharePoint Column Options step appears as shown below: 2) Select any one of the following metadata settings: Do not update columns - No column values will be updated in destination SharePoint list. Update all user defined columns - Updates all column values that are created by the SharePoint user. Update selected columns - Updates columns that are specified in the textbox. Please note that user defined columns alone will be updated to the respective destination. 99

105 CHAPTER-4-Migrate SharePoint List contents using the browse option 4) In case there are any duplicates in column names available in the external reference file and the source SharePoint list (e.g., 'Author' column is available in the external reference file and has been added in the SharePoint Column Options screen), you have the option to specify, which value is to be used to update the destination SharePoint column: a) Use source SharePoint column values - source SharePoint value will be taken for updating the respective destination SharePoint columns. b) Use column values from external reference file - External reference file column's value will be taken for updating the respective destination SharePoint columns 5) Click Next to proceed. 100

106 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.10 Date Field Mapping For best results, please ensure the user name specified in SharePoint Login dialog or the user account specified in the Run As parameter in the scheduled task is a: Member of administrators group in the local server and remote SQL Server (or) Application pool user account (or) Owner of the site where the destination list resides 1) To specify System Dates (Created Date and Last Modified Date) to be assigned to the folder, file and list item: The Date Field Mapping wizard step will appear as shown in the screen below: 101

107 CHAPTER-4-Migrate SharePoint List contents using the browse option 2) Update Folder System Dates You can assign the system date fields for folders. Select Created Date and Last Modified Date fields checkbox for folders as appropriate and select one of the Folder System Date options given below: a) Assign from source - XPlica will propagate the original Created Date and Last Modified Date fields as available in the source SharePoint list. b) Assign from metadata file - The date fields can be assigned from the external metadata file by including the respective date field columns (e.g., CDate, LModDate) in the metadata file. This option allows each folder to have its own system dates. The date mask specified in Step Number: External Reference File will be used to parse the date value. If the metadata value is unavailable, invalid or in case XPlica is unable to parse the date value correctly, the current migration date & time value will be assigned automatically by default. 3) Update File / Item System Dates You can assign the system date fields for files / list items. Select Created Date and Last Modified Date fields checkbox for files / list items as appropriate and select one of the File / Item System Date options given below: a) Assign from source - XPlica will propagate the original Created Date and Last Modified Date fields as available in the source SharePoint list. b) Assign from metadata file - The date fields can be assigned from the external metadata file by including the respective date field columns (e.g., CDate, LModDate) in the metadata file. This option allows each file / list item to have its own system dates. The date mask specified in Step Number: External Reference File will be used to parse the date value. If the metadata value is unavailable, invalid or in case XPlica is unable to parse the date value correctly, the current migration date & time value will be assigned automatically by default. 102

108 CHAPTER-4-Migrate SharePoint List contents using the browse option 4) Discussion Board Last Updated Date: You can assign the discussion board last updated date field. Select Discussion Board Last Updated Date fields checkbox for discussion boards as appropriate and select one of the Discussion Board Last Updated Date options given below: a) Assign from source - XPlica will propagate the original Created Date and Last Modified Date fields as available in the source SharePoint list. b) Assign from metadata file - The date fields can be assigned from the external metadata file by including the respective date field columns (e.g., LUpdatedDate) in the metadata file. This option allows each discussion to have its own system dates. The date mask specified in Step Number: External Reference File will be used to parse the date value. If the metadata value is unavailable, invalid or in case XPlica is unable to parse the date value correctly, the current migration date & time value will be assigned automatically by default. 103

109 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.11 User Field Mapping For best results, Please ensure the user name specified in SharePoint Login dialog or the user account specified in the Run As parameter in the scheduled task is a: Member of administrators group in the local server and remote SQL Server (or) Application pool user account (or) Owner of the site where the destination list resides 1) To specify System Users (Created By and Modified By) to be assigned to the folder, file and list items: The User Field Mapping step will appear as shown in the screen below: 2) Select the template which you have created using XPlica Template Manager: XPlica uses the user / group mapping and domain mapping templates to map unavailable / old users with valid / new users in the destination SharePoint during content migration. The templates selected in this step will apply to all the person / group fields in the target SharePoint. 104

110 CHAPTER-4-Migrate SharePoint List contents using the browse option Click Manage Templates button to open the XPlica Template Manager. 3) Update Folder System Users Select Created By and Modified By fields checkbox as appropriate and use one of the Folder System Users options given below, by which XPlica determines the source of system user values for the respective folder. The user value can be the Login Name or Display Name or address of the user. XPlica will search the site users list and assign the ID of the matching user to the People or Group column of the respective folder, only if the user name exists. Do not use multiple values. a) Assign from source - The user fields can be assigned from the source SharePoint list. If the user fields are invalid or if the user is unavailable, SharePoint by default will set the user to be the user account performing the migration into the SharePoint list. b) Specify user name - The specified user value will be assigned to the respective user fields. Select the user value format from User Value Format option to search the User ID in the site users list for the specified user value. The default format of the user account is the user login name (DOMAIN\USER). c) Assign from metadata file - The system users can also be assigned from the external metadata file by including the folder system users column names in the metadata file. This option allows each folder to have its own system users, so long as the stated user already exists in the SharePoint list. The user value format specified in Step Number: External Reference File will be used to search the User ID in the site users list. If the metadata entry is not available in the user list, the current migration user will be assigned automatically by default. 4) Update File / Item System Users Select Created By and Modified By fields checkbox as appropriate and use one of the File / Item System User options given below, by which XPlica determines the source of system user values for the respective file. The user value can be the Login Name or Display Name or address of the user. XPlica will search the site users list and assign the ID of the matching the user to the People or Group column of the respective file, only if the user name exists. Do not use multiple values. a) Assign from source - The user fields can be assigned from the source SharePoint list. If the user fields are invalid or if the user is unavailable, SharePoint by default will set the user to be the user account performing the migration into the SharePoint list. 105

111 CHAPTER-4-Migrate SharePoint List contents using the browse option b) Specify user - The specified user value will be assigned to the respective user fields. Select the user value format from User Value Format options to search the User ID in the site users list for the specified user value. The default format of the user account is the user login name (DOMAIN\USER). c) Assign from metadata file - The system users can also be assigned from the external metadata file by including the file / Item system users column name in the metadata file. This option allows each file to have its own system users, so long as the stated user already exists in the SharePoint list. The user value format specified in Step Number: External Reference File will be used to search the User ID in the site users list. If the metadata entry is not available in th user list, the current migration user will be assigned automatically by default. 5) Specify the action to be taken, if the specified user does not exist in the destination list: a) Do not migrate list item - XPlica will not migrate list item if the user specified does not exist in the destination list. b) Use SharePoint default - XPlica will migrate the list item and system user value will be the user account performing the migration operation. 106

112 CHAPTER-4-Migrate SharePoint List contents using the browse option NOTE: Created By user will be assigned / updated for the new files / list items only. In other words, Created By user will not be assigned or modified for an already existing file / list item or a new file / list item version. This step will be ignored if XPlica connects to a SharePoint site that is not featured with XPlica Web Services component. 6) Click Next to proceed Content Type Settings To specify the content type to be assigned to the folders, documents and list items: 1) The Content Type Settings step appears as shown below: 2) Specify the folder content type settings using one of the options given below: a) Use standard folder content type in the destination list - Default content type of the destination list will be assigned as content type for all the folder. 107

113 CHAPTER-4-Migrate SharePoint List contents using the browse option b) Source SharePoint list - The content type value will be assigned from the source SharePoint list to the folders. The default content type of the list will be assigned to the folders, if the content type in source does not exist. c) Specify the content type - Specified content type value will be assigned to the folders. The default content type of the list will be assigned to the folders, if the content type specified in the textbox does not exist. d) Assign from external reference file - The content type value can also be assigned from the external reference file by including the content type column name in the metadata file. This option allows each folder to have its own content type, so long as the stated content type already exists in the SharePoint list. The default content type of the list will be assigned to the folders, if the content type specified in the external reference file does not exist. 3) Specify the file / list item content type settings using one of the options given below: a) Use default content type in the destination list - Default content type of the destination list will be assigned as content type for all the documents / list items. b) Source SharePoint list - The content type value will be assigned from the source SharePoint list to the files / list items. The default content type of the list will be assigned to the files / list items, if the content type in source does not exist. c) Specify the content type - Specified content type value will be assigned to the documents / list items. The default content type of the list will be assigned to the documents / list items, if the content type specified in the textbox does not exist. d) Assign from external reference file - The content type value can also be assigned from the external reference file by including the content type column name in the metadata file. This option allows each document / list item to have its own content type, so long as the stated content type already exists in the SharePoint list. The default content type of the list will be assigned to the documents / list items, if the content type specified in the external reference file does not exist. 108

114 CHAPTER-4-Migrate SharePoint List contents using the browse option Click Next to proceed. 109

115 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.13 Content Approval Status For best results, Please ensure the user name specified in SharePoint Login dialog / user account specified in the Run As parameter in the scheduled task is a: Member of administrators group in the local server and remote SQL Server (or) Application pool user account (or) Owner of the site where the destination list resides To specify the content approval status to be set after migrating a folder / file / list item to a SharePoint list: 1) The Content Approval Status step will appear as shown in the screen below: 2) Specify the folder content approval status options using one of the options given below. The Content Approval Status will be assigned only if the destination list has Content Approval enabled. 110

116 CHAPTER-4-Migrate SharePoint List contents using the browse option a) Default status assigned by SharePoint - Default Approval Status (e.g., Pending or Draft) will be assigned as Approval Status automatically by SharePoint for all migrated folders. b) Assign from Source SharePoint List - The approval status value from source SharePoint list will be assigned to the folder. c) Assign Approval Status as - Specified approval status value will be assigned to the folder. You can specify the approval status - Approved, Rejected, Pending, Draft and Scheduled from the dropdown list. You can also specify the approval status comments that must be assigned to the folder (Optional). d) Assign Approval Status from metadata file - The approval status value can also be assigned from the external reference file by including the approval status column name in the metadata reference file. This option allows each folder to have its own approval status, so long as the stated approval status is valid status (Approved, Rejected, Pending, Draft and Scheduled) in the SharePoint list. The default approval status of the list will be assigned to the folder, if the approval status specified in the external reference file is invalid. The approval status comments can also be assigned from the external reference file by including the approval status comments column name in the metadata file (Optional). 3) Specify the file / List Item content approval status options using one of the options given below. The Content Approval Status will be assigned only if the destination list has Content Approval enabled. a) Default status assigned by SharePoint - Default Approval Status (e.g., Pending or Draft) will be assigned as Approval Status automatically by SharePoint for all migrated files / list items. b) Assign from Source SharePoint list - The approval status value from source SharePoint list will be assigned to the file / list item. c) Assign Approval Status as - Specified approval status value will be assigned to the file / list item. You can specify the approval status - Approved, Rejected, Pending, Draft and Scheduled from the dropdown list. You can also specify the approval status comments that must be assigned to the file / list item (Optional). d) Assign Approval Status from metadata file - The approval status value can also be assigned from the external reference file by including the approval status column name in the metadata reference file. This option allows each file / list item to have its own approval status, so long as the stated approval status is valid status (Approved, Rejected, Pending, Draft and Scheduled) in 111

117 CHAPTER-4-Migrate SharePoint List contents using the browse option the SharePoint list. The default approval status of the list will be assigned to the file / list item, if the approval status specified in the external reference file is invalid. The approval status comments can also be assigned from the external reference file by including the approval status comments column name in the metadata file (Optional). 5) Click Next to proceed. 112

118 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.14 Permission Settings Pre-requisite for migrating permissions Full Control - The user accounts used to connect to source and destination SharePoint must have Full Control permission on the sites to migrate permissions and its relevant settings. XPlica Web Service component for SharePoint In order to migrate permissions from SharePoint 2007 to another environment, you must install XPlica web service in the source SharePoint server. If you are migrating permissions to SharePoint 2007 as your target server, you must install XPlica Web Service for SharePoint 2007 in your target server as well. Availability of users in AD- The associated users for lists / list items must be available in destination SharePoint server (same or different AD domain). 1) The Permission Settings step will appear as shown in the screen below: 113

119 CHAPTER-4-Migrate SharePoint List contents using the browse option 2) Configure the permission settings as follows: a) Do not migrate permissions - This option will not migrate permissions such as permission levels, users/groups and associated permissions of lists/libraries, items and documents to the target server. b) Migrate Permissions - This option enables you to migrate permissions such as creating unavailable permission levels, users/groups and associated permissions with items, documents, lists / libraries as defined in the source server. You have the option to migrate permission levels along with its associated rights and migrate users & groups along with their respective role assignments as defined in the source server using the following two checkboxes: i. Update users & groups and associated role assignments as in source. If the user / group with the same name already exist in the destination - This option will create unavailable users and groups in destination server. If the user or group with the same name already exists in the destination while creating the unavailable users and groups, you can choose any one of the following options: Skip - This option will create the unavailable users & groups only. It does not update the existing users & groups, associated role assignments and memberships. Merge - This option will create the unavailable users & groups and also updates the existing users & groups, associated role assignments and memberships. Replace - This option will create the unavailable users & groups and replaces the existing users & groups after deleting them in the destination server and also associate the respective role assignments and memberships as defined in the source server. You must exercise caution when selecting the Replace option, as permissions associated with other existing items / documents in the list / library may be broken due to the delete operation. Merge option is recommended in such cases. NOTE: Even if none of the above options is selected, XPlica automatically migrates users/groups by adding them in the destination site collection, provided the users/groups are available in destination Active Directory. The associated permissions will be migrated based on the permission level setting given below: 114

120 CHAPTER-4-Migrate SharePoint List contents using the browse option ii. Update permission levels as in source. If a permission level with the same name already exists in the destination - This option will create unavailable permission levels in destination. If a permission level with the same name already exists in the destination while creating the unavailable permission levels, you can choose any one of the following options: Skip - This option will create the unavailable permission levels only. It will not update the existing permission levels. Merge - This option will create the unavailable permission levels and will also update the existing permission levels. Replace - This option will create the unavailable permission levels and will replace the existing permission levels after deleting them in the destination server. You must exercise caution when selecting the Replace option, as permission levels associated with other existing items / documents in the list / library may be broken due to the delete / clean-up operation. Merge option is recommended in such cases. 3) Click Next to Proceed. 115

121 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.15 File Settings for SharePoint Libraries To specify the action to be taken by XPlica when a file with the same name already exists in the destination location: 1) The File Settings for SharePoint libraries step appears as shown below: 2) Select any one of the following options given below: a) Do not overwrite existing file - Skips the file without overwriting. b) Overwrite existing file - Deletes the file from the destination location (along with its version history) and migrates the source file including versions. c) Add as new version - Adds the source file as new version at the destination location. Select any one of the options to instruct XPlica what to do if the destination file is checked-out by either current user or another user. d) Create new file - Creates a new file in the destination location by appending and prepending the user defined characters with the source file name. Note: * is the reserved character and denotes incremental index. 116

122 CHAPTER-4-Migrate SharePoint List contents using the browse option e) Migrate newly available versions only (Incremental Update) - Migrate document versions that are not available in the destination SharePoint location. XPlica identifies the new document versions by comparing the modified date of the source document with the destination document's latest version. For best results, you must update the document's Modified Date in destination location by updating the System Dates in each migration task. i. Leave as is - Skip the file. ii. Overwrite current version - Undo Checkout the file and add the source file as new version. iii. Check-in file and create new version - Check-in the file and add the source file as a new version. 3) Specify File check-in comments option as below: i. Assign as in SharePoint source - XPlica will propagate the original check-in comments as available in the source SharePoint library. ii. Assign from external reference file - The check-in comments can also be assigned from the external metadata file by including the check-in comments column name in the metadata file. This option allows each file to have its own check-in comments. iii. Assign default check-in comments - You can also specify the generic comment string using the following identifiers in Check-in comments textbox: <user name> - Replaces with current user who performs XPlica migration task. For example, document was added by <user name>. <XPlica task name> - Replaces with current task name, by which the document is getting migrated into SharePoint. For example, Document was added using <XPlica task name> of XPlica. iv. Leave check-in comments as blank - Do not update check-in comments in destination library. 117

123 CHAPTER-4-Migrate SharePoint List contents using the browse option 5) Click Nex to Proceed. 118

124 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.16 List Item Settings To specify the action to be taken by XPlica when a list item with the same value already exists in the destination location: 1) The List Item Settings step appears as shown below: 2) Specify the action to be taken when migrating list items to destination as below: a) Append new list items (allows duplicates excluding folders) -Select this option to create list items with the same value in destination. b) Update list items (no duplicates) - If the list item or folder exists in destination SharePoint, XPlica performs an update action. If the list item or folder does not exist, XPlica creates the new list item or folder in the destination SharePoint location. 3) Click Customize button to customize the reference column settings. 119

125 CHAPTER-4-Migrate SharePoint List contents using the browse option 4) Specify the Reference column(s) mapping option as below: i. Column display name or internal name - Select this option to map the source Reference column(s) with display name or internal name in destination list. ii. Column display name - Select this option to map the source Reference column(s) with display name in destination list. iii. SharePoint column internal name- Select this option to map the source Reference column(s) with SharePoint internal name in destination list. 5) If a list item with the same value already exists in destination location: i. Overwrite existing list item - Deletes the list item / folder from the destination location (along with its contents and its version history) and migrates the source list item / folder to the destination location. ii. Add as new version - Adds the source list item / folder as new version at the destination location. 6) Specify list item attachment option as below i. Assign as in SharePoint source - XPlica will migrate the list item attachment as available in the source SharePoint list. ii. Do not migrate attachments - XPlica will skip the attachments from migration process. iii. Use attachments in external reference file - Use this option to select an attachment column from the batch file. The attachment column contains which files to be attached to the list items in SharePoint. iv. Both (SharePoint and external reference file) - Use this option to migrate the list item attachments from source SharePoint list and files from external reference file. If the list item attachment already exists in destination location, you can specify an alternate file name. To select an alternate file naming mask, click the button placed next to the alternate file tag name textbox. Alternate file name mask dialog will appear as shown below: 120

126 CHAPTER-4-Migrate SharePoint List contents using the browse option Construct alternate file naming mask using the available mask provided in the dialog. Click OK to close the dialog. The constructed alternate file name mask will be placed in alternate file naming mask textbox. If duplicate of attachments occur, list item attachments will be migrated with the alternate naming mask as their names. 121

127 CHAPTER-4-Migrate SharePoint List contents using the browse option Specify the order in which the list item attachments need to be migrated to destination SharePoint location, when migrating attachments from SharePoint and external reference file. 8) Click Next to proceed. 122

128 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.17 Migration Conditions XPlica can migrate folders, files and list items from source SharePoint list to destination SharePoint list based on certain migration conditions. The conditions can be created by using SharePoint columns in the source list. 1) The Migration Conditions step appears as shown below: 2) You can specify export conditions at three levels: List Level Folder Level List Item Level 3) List Level Conditions Select any one of the following options given below: Do not apply migration condition - No conditions will be used to filter lists. Apply migration condition - The conditions specified will be used to filter lists taken for migration from source SharePoint List. 123

129 CHAPTER-4-Migrate SharePoint List contents using the browse option 4) Click Define to specify the conditions The List Migration Condition Dialog appears as shown below: 5) You can specify the migration conditions by selecting the field name and by specifying a value with necessary operator. You can use mathematical operators such =,<> to define your query. Complex queries can be constructed with the use of left-right parenthesis '(' and ')' and logical operators 'AND' and 'OR'. 124

130 CHAPTER-4-Migrate SharePoint List contents using the browse option 6) XPlica will migrate the lists that satisfy the migrate condition or migrate the lists that do not satisfy the migration condition depending on the option selected by the user: Migrate list items if the above condition is satisfied - Lists that satisfy the condition will be marked for migration. Migrate list items if the above conditions are not satisfied - Lists that do not satisfy the condition will be marked for migration. 7) Folder Level Conditions Select any one of the following options given below: Do not apply migration conditions - No conditions will be used to filter folders. Apply migration condition - The conditions specified will be used to filter folders taken for migration from source SharePoint List. 125

131 CHAPTER-4-Migrate SharePoint List contents using the browse option 8) Click Define to specify the conditions The Folder Export Conditions Dialog appears as shown below: 9) Click button to add the SharePoint columns in Field Name dropdown. 126

132 CHAPTER-4-Migrate SharePoint List contents using the browse option The Add Fields Dialog appears as shown below: Specify the column name in Name textbox and select the data type of the column in SharePoint from Type drop-down. Click Add button to add the columns to the fieldname dropdown list. Click Remove button to remove the columns from the fieldname dropdown list. 10) You can specify the export conditions by selecting the field name and by specifying a value with necessary operator. You can use mathematical operators such =,<> to define your query. Complex queries can be constructed with the use of left-right parenthesis '(' and ')' and logical operators 'AND' and 'OR'. 127

133 CHAPTER-4-Migrate SharePoint List contents using the browse option 11) XPlica will migrate the folders that satisfy the migration condition or migrate the folders that do not satisfy the migration condition depending on the option selected by the user: Migrate list items if the above conditions are satisfied - Folders that satisfy the condition will be marked for migration. Migrate list items if the above conditions are not satisfied - Folders that do not satisfy the condition will be marked for migration. 12) List Item Level Conditions Same as Folder Level Conditions 13) Click Next to proceed. 128

134 CHAPTER-4-Migrate SharePoint List contents using the browse option 4.18 Task Settings To specify the task name and schedule settings for the XPlica migration task, perform the steps given below. 1) The Task Settings step appears as shown below: 2) Enter a unique task name in Task Name textbox. 3) Select a Task Option from one of the following options: a) Run later - to run the task later as and when desired b) Run Now- to run the task immediately after clicking Finish button c) Schedule- to create a Windows scheduled task. XPlica will create a schedule task in the Windows Scheduled Tasks with the given settings. XPlica will perform the migration based on the Run As user account specified in this step. The Run As account should be a valid Windows domain account. 4) Select one of the following options to connect to the source and destination SharePoint. The options provided to the user will change depending on the authentication mechanism used by the source and destination SharePoint servers. 129

135 CHAPTER-4-Migrate SharePoint List contents using the browse option a) User Profiles <user name> - This option is available if you choose Run later or Run now or Schedule task option. b) This user <user name> - This option is available if you choose Run later or Run now or Schedule task option. XPlica will use stored profile context to connect corresponding SharePoint. c) Prompt me for user context at task run time This option is available if you choose Run later or Run now task option. Select this option if the SharePoint sites are configured to use Windows and/or Forms Authentication only. XPlica will prompt for the user context to use to connect to SharePoint sites when executing XPlica migration task. d) Use 'Run As' user context given below This option will be available if you choose Schedule task option. XPlica will use the user account specified in the scheduled Run As user context to connect to SharePoint. In case, if you decide to use different user context to connect to SharePoint when running the scheduled task, you can do so by storing the SharePoint user context for future use. e) Use federated authentication (Web SSO) for the SharePoint site This option is available if you choose Run later or Run now or Schedule task option. Select this option if the source or destination SharePoint site uses federated identity (Web SSO or Active Directory users configured via ADFS). XPlica will prompt for the user context to use to connect to SharePoint when executing XPlica migration task. To connect to Office 365's SharePoint Online environment, you can use Web Single Sign-on option (Web SSO) for both Cloud Identity (Office 365 Online User Credential e.g., johndoe@vyapin.onmicrosoft.com) and Federated Identity (configured via ADFS e.g., johndoe@vyapin.com). 5) For Federated authentication (Web Single Sign-on) credential based migration task, the Web Single Sign-on framework expects the username and password to be given by user interactively in browser based login dialog, including schedule tasks. The task settings for Run later or Run now task option will appear as shown below: 130

136 CHAPTER-4-Migrate SharePoint List contents using the browse option Upon clicking Finish, you will be prompted for credentials (username and password). 131

137 CHAPTER-4-Migrate SharePoint List contents using the browse option Provide username and password in the respective textboxes and click Sign in button to proceed. 6) The task settings for a Schedule task will appear as shown below: 7) When using Federated authentication (Web Single Sign-on) option to connect to a SharePoint site, XPlica enables you to setup the migration task using cookie-based persistent connection and shared user credentials technique. XPlica expects the user performing the migration to ensure that a persistent connection is available using the Web Single Sign-on Dashboard tool (Tools -> Web SSO Dashboard menu) that is built into the application. When creating a scheduled migration task, you can use the Web Single Sign-on Dashboard to check the connection status or connect to SharePoint site(s) manually before the task starts to execute at the prescribed date/time. To check the connection status in XPlica Task Wizard, click Web SSO Dashboard hyperlink in the screen. The Web Single Sign-on Dashboard screen appears as shown below: 132

138 CHAPTER-4-Migrate SharePoint List contents using the browse option 8) Fail-safe Settings: Migrate a list item or document to SharePoint even if it contains any errors or warnings in the metadata. Enabling this option may result in documents or list item having partial or incomplete metadata in the destination list / library. 9) Click Finish button to create the task. 133

139 Chapter 5 5 Migrate SharePoint List contents using a batch descriptor file 5.1 Create Batch Descriptor File The following section describes the guidelines to create a batch descriptor file for Migrate SharePoint List contents using a batch descriptor file task option. 1) The first row of the batch descriptor file should contain the Field Names as headers. In a migration task, data type of the columns must be the same across all lists. SharePoint Columns that are read-only will not be updated by XPlica. 2) The first field should be named as 'Source Path' and second field should be named as 'Destination Path'. Other field names should be followed separated by a delimiter character such as comma (,), semi-colon (;) etc. The delimiter character used in the batch descriptor file should be same as 'List Separator' defined in 'Format' string value available in the registry key (HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Jet\4\Engines\Text). The following table shows the equivalent Format string for 'List Separator' in the registry key: List Seperator Equivalent Format String, (comma) CSV Delimited ; (semi-colon) Delimited (;) * (asterisk) Delimited(*) 3) The 'Source Path' and 'Destination Path' fields will not be carried forward as a metadata column in SharePoint. 4) The first column of all the rows should contain the source path of the file / list item e.g., " Brochures.doc", " In this case the source path can be either SharePoint List URL or sub-folder URL or file URL or list item URL of SharePoint List. 134

140 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5) Use wildcard representations (*,. and *.*) in order to migrate the list items from the source SharePoint list. Please see wildcard characters usage for this purpose: Wildcard Characters Example Description.* Exports all items from the source SharePoint list. *.*(default) documents/*.* Exports all items and folders from the source SharePoint list.. Exports list items available in the top level folders only. * list/* Exports folder structure only. NOTE: For list items folder traversal option is not applicable. 6) The second column of all the rows should contain the destination path of the file / list item e.g., documents/folder1. In this case the destination path should be either SharePoint List URL or sub-folder URL of SharePoint List. 7) The column 'New Folder' is an optional column in the batch descriptor file. Using this column, you can provide the relative path to be created in the respective destination location given under 'Destination Path' column prior to migrating the contents. For instance, please see the batch descriptor file snippet given below: Source Path Destination Path New Folder ple File.xls documents/folder1 folder2/folder3 Details Sales/Executives XPlica automatically creates the folders (folder2/folder3) specified in the column 'New Folder' underneath the specified destination location (folder1). The 'Sample File.xls' will be migrated into the new destination location ' documents/folder1/folder2/folder3'. 8) For CSV and TXT formats, all field names and their corresponding metadata values should be enclosed within double quotes ( ) e.g., John Doe. When using accented characters such as [á é í ó] in folder / file names, the CSV / TXT batch descriptor file must be in UNICODE encoded format. 135

141 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 9) For Microsoft Excel file formats (XLS / XLSX), do not enclose the field names and their corresponding metadata values within double quotes. 10) Ensure date values are in 'Date Only' or 'Date And Time' format. 11) Lookup data type value will be assigned based on column value only. Lookup columns referring to non-existing list and column will not be updated by XPlica. 12) People or Group data type value should be user name, Active Directory (AD) group name or SharePoint group name. User or group name referring to nonexisting user or group will not be updated by XPlica. The user Login Name (domain\username), Display Name (John Doe) or address (someone@example.com) can be used to denote a user account. Sample format of a CSV / TEXT batch descriptor file: NOTE: Refer Point #2 for the separator to be used in the batch descriptor file Source Path, Destination Path, Issue Date, Author Name, Position,"Department" Brochure.doc, 11/06/2006, John Management" Doe, Director, Senior Sales Template.xls, 11/24/2006, Jane Doe, VP Sales, Corporate Sales" Demo.ppt, 09/09/1999, David Manager, Consumer Sales Product Blake, Sales Details, 10/21/2003, Schew, VP Accounts, Accounts" /12/2009, Crouc h, Sales Executive, Consumer Sales 136

142 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5.2 Create Task Create a task to migrate folders, files and list items along with metadata from one SharePoint list to another SharePoint list based on the entries in the descriptor file. XPlica will process the files, list items and folders in the order in which they appear in the batch descriptor file 1) Select Migrate SharePoint List contents using a batch descriptor file option in XPlica Task Options dialog as shown below and click OK. 137

143 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 2) The XPlica Task Wizard appears 3) Click Next button 4) Specify Version Options 5) Specify External Reference File 6) Specify SharePoint Column Options 7) Specify System Dates 8) Specify System Users 9) Specify Content Type Settings 10) Specify Content Approval Status 11) Specify File Settings for SharePoint libraries 12) Specify List Item Settings 13) Specify Migration Conditions 14) Specify Task Settings 15) Click Finish button to create the task, or click Back button to change any task settings. 138

144 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5.3 Batch Descriptor File To specify the batch descriptor file to migrate folders, files and list items from one SharePoint list to another SharePoint list: 1) The Batch descriptor file step appears as shown below: 2) Click (...) button to specify the batch descriptor file. The reference file can be any one of the following file formats - Comma delimited (CSV), Microsoft Excel (XLS) or Text file (TXT). 3) The batch descriptor file will automatically be extracted once the file name is specified. If you are using a Microsoft Excel based batch descriptor file, select the sheet name to use from the drop-down. 4) The top-level folder is the folder added or specified for migration by the user. XPlica will commence the migration process from this top-level folder. Select the appropriate option to create the top-level folder by selecting the option buttons (Yes/No). 139

145 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5) By default, XPlica expects the destination folder location to exist in SharePoint. If the destination folder is not available in the destination location, XPlica fails to migrate the file / list item to the specified folder in SharePoint. You can change this behavior by selecting the option Create unavailable folder hierarchy if the destination location does not exist. In this case, XPlica will automatically create the unavailable folder hierarchy (folder and sub-folders) in destination SharePoint during migration process. After creating them, it will commence the migration to the required folder in SharePoint. By using this option, you can simply avoid the error message 'Unable to locate destination folder with the specified URL' reported in Activity Log Viewer, since XPlica will take care of creating the new folder structure in the destination location. NOTE: XPlica does not create list if it is unavailable in the SharePoint. In other words, XPlica creates unavailable folders alone in an existing SharePoint list. Click Next to proceed 140

146 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5.4 Version Options To selectively migrate document / list item versions to the destination location: 1) The Version Options step appears as shown below: 2) By default, Migrate latest version only option is selected. List item version settings will be used for all the list items / documents migrated from the source SharePoint list. 3) Select any one of the following version settings. a) Migrate Latest version only - Migrate the latest document / list item version from the source. b) Migrate version by - Migrate document / list item versions by specifying the range as given below: Version range - Migrate only document / list item versions specified in the range from the source list e.g., versions 2.0 to 5.0 Last N versions - Migrate only last 'n' versions of the document / list item from the source list, where 'n' is a valid integer value e.g., last 5 versions 141

147 Chapter-5-Migrate SharePoint List contents using a batch descriptor file Last N days versions - Migrate document / list item versions that were created within last specified days. e.g., last 10 days versions c) Migrate All versions - Migrate all document / list item versions available in thesourcelist. 5) Click Next to proceed. 142

148 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5.5 External Reference File XPlica provides an additional facility to update metadata from an external reference file for metadata cleansing purposes. When a document or list item metadata is specified in the external reference file, XPlica uses the values in the external reference file instead of the document or list item metadata values as available in the source SharePoint list. To specify the external reference file to use to assign document or list item properties in SharePoint: 1) The External Reference File step appears as shown below: 2) Use batch file as external reference file option enables you to provide the same batch file given in the previous step as external reference file, in order to lookup the metadata values for files, list items and folders being migrated into SharePoint. In other words, if you have the a single batch descriptor file containing metadata for the respective files, list items being migrated, you can provide the same batch file to use as the external reference file by selecting Use batch file as external reference file option. It will be selected by default if you are creating a new migrate task. Therefore, you can have the metadata values 143

149 Chapter-5-Migrate SharePoint List contents using a batch descriptor file either in the same batch file (single file) or in the separate file (batch file and external reference file) to update to the respective SharePoint columns of the migrated files, list items and/or folders. If you have separate metadata file for the migration task, click (...) button to specify the required reference file. 3) Click (...) button to specify the external reference file. The reference file can be any one of the following file formats - Comma delimited (CSV), Microsoft Excel (XLS) or Text file (TXT). 4) The external reference file will automatically be extracted once the file name is specified. If you are using a Microsoft Excel based external reference file, then select the sheet name to use from the drop-down. 5) Specify the Metadata columns to update by choosing one of the options given below: a) Do not update metadata values - No columns will be updated b) Update all columns - All columns available in the reference file will be updated c) Update selected columns only - Selected columns only will be updated d) Ignore selected columns - All columns will be updated, except the selected columns 6) Select required columns from the reference file to be updated in SharePoint based on the selected option in Step: Metadata Options. 7) Select the Fill-in choice settings as below: a) Do not add new values to the column definition - When selecting this option, XPlica does not create or add new values to the column definition (For example: Choice field definition, Managed Metadata field definition). b) Add new values to the column definition regardless of 'Allow Fill-in choices' option in the destination list - When selecting this option, XPlica will create or add new values to the column definition regardless of 'Allow Fillin choices' option in the destination list. c) Add new values to the column definition only if the column has 'Allow Fill-in choices' option is set to 'Yes' in the destination list - When selecting this option, XPlica will create or add new values to the column definition only if the column has 'Allow Fill-in choices' option is set to 'Yes' in the destination list. 8) Specify Date and Time format for the date fields and the User value format for the user related columns entered in the reference file. The selected formats will be used to parse the external reference file and assign them to the respective columns in SharePoint. 144

150 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 10) Click Next to proceed. 145

151 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5.6 SharePoint View Options To selectively migrate views from the SharePoint list: 1) The SharePoint View Options step appears as shown below: 2) Select any one of the following metadata settings: Do not migrate views - No views will be migrated to destination SharePoint list. Migrate all views - Migrates all views available in source SharePoint to destination SharePoint list. Migrate selected views - Migrates views that are specified in the textbox. 146

152 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 4) In case if a view with the same name already exists in the destination location, then a) Do not overwrite - Skips the view from migration. b) Overwrite - Updates the existing view in the destination list. 5) Click Next to Proceed 147

153 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5.7 SharePoint Column Options To selectively update metadata columns from the SharePoint list: 1) The SharePoint Column Options step appears as shown below: 2) Select any one of the following metadata settings: Do not update columns - No column values will be updated in destination SharePoint list. Update all user defined columns - Updates all column values that are created by the SharePoint user. Update selected columns - Updates columns that are specified in the textbox. Please note that user defined columns alone will be updated to the respective destination 148

154 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 4) In case there are any duplicates in column names available in the external reference file and the source SharePoint list (e.g., 'Author' column is available in the external reference file and has been added in the SharePoint Column Options screen), you have the option to specify, which value is to be used to update the destination SharePoint column: a) Use source SharePoint column values - source SharePoint value will be taken for updating the respective destination SharePoint columns. b) Use column values from external reference file - External reference file column's value will be taken for updating the respective destination SharePoint columns 5) Click Next to proceed. 149

155 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5.8 Date Field Mapping For best results, Please ensure the user name specified in SharePoint Login dialog / user account specified in the Run As parameter in the scheduled task is a: Member of administrators group in the local server and remote SQL Server (or) Application pool user account (or) Owner of the site where the destination list resides 1) To specify System Dates (Created Date and Last Modified Date) to be assigned to the folder, file and list item: To specify System Dates (Created Date and Last Modified Date) to be assigned to the folder, file and list item: The Date Field Mapping wizard step will appear as shown in the screen below: 150

156 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 2) Update Folder System Dates You can assign the system date fields for folders. Select Created Date and Last Modified Date fields checkbox for folders as appropriate and select one of the Folder System Date options given below: a) Assign from source - XPlica will propagate the original Created Date and Last Modified Date fields as available in the source SharePoint list. b) Assign from metadata file - The date fields can be assigned from the external metadata file by including the respective date field columns (e.g., CDate, LModDate) in the metadata file. This option allows each folder to have its own system dates. The date mask specified in Step Number: External Reference File will be used to parse the date value. If the metadata value is unavailable, invalid or in case XPlica is unable to parse the date value correctly, the current migration date & time value will be assigned automatically by default. 3) Update File / Item System Dates You can assign the system date fields for files / list items. Select Created Date and Last Modified Date fields checkbox for files / list items as appropriate and select one of the File / Item System Date options given below: a) Assign from source - XPlica will propagate the original Created Date and Last Modified Date fields as available in the source SharePoint list. b) Assign from metadata file - The date fields can be assigned from the external metadata file by including the respective date field columns (e.g., CDate, LModDate) in the metadata file. This option allows each file / list item to have its own system dates. The date mask specified in Step Number: External Reference File will be used to parse the date value. If the metadata value is unavailable, invalid or in case XPlica is unable to parse the date value correctly, the current migration date & time value will be assigned automatically by default. 151

157 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 4) Discussion Board Last Updated Date: You can assign the discussion board last updated date field. Select Discussion Board Last Updated Date fields checkbox for discussion boards as appropriate and select one of the Discussion Board Last Updated Date options given below: a) Assign from source - XPlica will propagate the original Created Date and Last Modified Date fields as available in the source SharePoint list. b) Assign from metadata file - The date fields can be assigned from the external metadata file by including the respective date field columns (e.g., LUpdatedDate) in the metadata file. This option allows each discussion to have its own system dates. The date mask specified in Step Number: External Reference File will be used to parse the date value. If the metadata value is unavailable, invalid or in case XPlica is unable to parse the date value correctly, the current migration date & time value will be assigned automatically by default. 152

158 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5.9 User Field Mapping For best results, Please ensure the user name specified in SharePoint Login dialog / user account specified in the Run As parameter in the scheduled task is a: Member of administrators group in the local server and remote SQL Server (or) Application pool user account (or) Owner of the site where the destination list resides 1) To specify System Users (Created By and Modified By) to be assigned to the folder, file and list items: The User Field Mapping step will appear as shown in the screen below: 2) Select the template which you have created using XPlica Template Manager: XPlica uses the user / group mapping and domain mapping templates to map unavailable / old users with valid / new users in the destination SharePoint during content migration. The templates selected in this step will apply to all the person / group fields in the target SharePoint. 153

159 Chapter-5-Migrate SharePoint List contents using a batch descriptor file a) User Mapping Template b) Domain Mapping Template Click Manage Templates button to open the XPlica Template Manager. 3) Update Folder System Users Select Created By and Modified By fields checkbox as appropriate and use one of the Folder System Users options given below, by which XPlica determines the source of system user values for the respective folder. The user value can be the Login Name or Display Name or address of the user. XPlica will search the site users list and assign the ID of the matching user to the People or Group column of the respective folder, only if the user name exists. Do not use multiple values. a) Assign from source - The user fields can be assigned from the source SharePoint list. If the user fields are invalid or if the user is unavailable, SharePoint by default will set the user to be the user account performing the migration into the SharePoint list. b) Specify user name - The specified user value will be assigned to the respective user fields. Select the user value format from User Value Format option to search the User ID in the site users list for the specified user value. The default format of the user account is the user login name (DOMAIN\USER). c) Assign from metadata file - The system users can also be assigned from the external metadata file by including the folder system users column names in the metadata file. This option allows each folder to have its own system users, so long as the stated user already exists in the SharePoint list. The user value format specified in Step Number: External Reference File will be used to search the User ID in the site users list. If the metadata entry is not available in the user list, the current migration user will be assigned automatically by default. 4) Update File / Item System Users Select Created By and Modified By fields checkbox as appropriate and use one of the File / Item System User options given below, by which XPlica determines the source of system user values for the respective file. The user value can be the Login Name or Display Name or address of the user. XPlica will search the site users list and assign the ID of the matching the 154

160 Chapter-5-Migrate SharePoint List contents using a batch descriptor file user to the People or Group column of the respective file, only if the user name exists. Do not use multiple values. a) Assign from source - The user fields can be assigned from the source SharePoint list. If the user fields are invalid or if the user is unavailable, SharePoint by default will set the user to be the user account performing the migration into the list. b) Specify user - The specified user value will be assigned to the respective user fields. Select the user value format from User Value Format options to search the User ID in the site users list for the specified user value. The default format of the user account is the user login name (DOMAIN\USER). c) Assign from metadata file - The system users can also be assigned from the external metadata file by including the file / Item system users column name in the metadata file. This option allows each file to have its own system users, so long as the stated user already exists in the SharePoint list. The user value format specified in Step Number: External Reference File will be used to search the User ID in the site users list. If the metadata entry is not available in th user list, the current migration user will be assigned automatically by default. 5) Specify the action to be taken, if the specified user does not exist in the destination list: a) Do not migrate list item - XPlica will not migrate list item if the user specified does not exist in the destination list. b) Use SharePoint default - XPlica will migrate the list item and system user value will be the user account performing the migration operation. 155

161 Chapter-5-Migrate SharePoint List contents using a batch descriptor file NOTE: Created By user will be assigned / updated for the new files / list items only. In other words, Created By user will not be assigned or modified for an already existing file / list item or a new file / list item version. 6) Click Next to proceed. 156

162 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5.10 Content Type Settings To specify the content type to be assigned to the folders, documents and list items: 1) The Content Type Settings step appears as shown below: 2) Specify the folder content type settings using one of the options given below: a) Use standard folder content type in the destination list - Default content type of the destination list will be assigned as content type for all the folder. b) Source SharePoint list - The content type value will be assigned from the source SharePoint list to the folders. The default content type of the list will be assigned to the folders, if the content type in source does not exist. c) Specify the content type - Specified content type value will be assigned to the folders. The default content type of the list will be assigned to the folders, if the content type specified in the textbox does not exist. d) Assign from external reference file - The content type value can also be assigned from the external reference file by including the content type column name in the metadata file. This option allows each folder to have its own content type, so long as the stated content type already exists in the SharePoint list. The default content type of the list will be assigned to the 157

163 Chapter-5-Migrate SharePoint List contents using a batch descriptor file folders, if the content type specified in the external reference file does not exist. 3) Specify the file / list item content type settings using one of the options given below: a) Use default content type in the destination list - Default content type of the destination list will be assigned as content type for all the documents / list items. b) Source SharePoint list - The content type value will be assigned from the source SharePoint list to the files / list items. The default content type of the list will be assigned to the files / list items, if the content type in source does not exist. c) Specify the content type - Specified content type value will be assigned to the documents / list items. The default content type of the list will be assigned to the documents / list items, if the content type specified in the textbox does not exist. d) Assign from external reference file - The content type value can also be assigned from the external reference file by including the content type column name in the metadata file. This option allows each document / list item to have its own content type, so long as the stated content type already exists in the SharePoint list. The default content type of the list will be assigned to the documents / list items, if the content type specified in the external reference file does not exist. Click Next to proceed. 158

164 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5.11 Content Approval Status For best results, Please ensure the user name specified in SharePoint Login dialog / user account specified in the Run As parameter in the scheduled task is a: Member of administrators group in the local server and remote SQL Server (or) Application pool user account (or) Owner of the site where the destination list resides To specify the content approval status to be set after the migration of a folder / file / list item to a SharePoint list: 1) The Content Approval Status step will appear as shown in the screen below: 2) Specify the folder content approval status options using one of the options given below: The Content Approval Status will be assigned only if the destination list has Content Approval enabled. 159

165 Chapter-5-Migrate SharePoint List contents using a batch descriptor file a) Default status assigned by SharePoint - Default Approval Status (e.g., Pending or Draft) will be assigned as Approval Status automatically by SharePoint for all migrated folders. b) Assign from Source SharePoint List - The approval status value from source SharePoint list will be assigned to the folder. c) Assign Approval Status as - Specified approval status value will be assigned to the folder. You can specify the approval status - Approved, Rejected, Pending, Draft and Scheduled from the dropdown list. You can also specify the approval status comments that must be assigned to the folder (Optional). d) Assign Approval Status from metadata file - The approval status value can also be assigned from the external reference file by including the approval status column name in the metadata reference file. This option allows each folder to have its own approval status, so long as the stated approval status is valid status (Approved, Rejected, Pending, Draft and Scheduled) in the SharePoint list. The default approval status of the list will be assigned to the folder, if the approval status specified in the external reference file is invalid. The approval status comments can also be assigned from the external reference file by including the approval status comments column name in the metadata file (Optional). 3) Specify the file / List Item content approval status options using one of the options given below: The Content Approval Status will be assigned only if the destination list has Content Approval enabled. a) Default status assigned by SharePoint - Default Approval Status (e.g., Pending or Draft) will be assigned as Approval Status automatically by SharePoint for all migrated files / list items. b) Assign from Source SharePoint list - The approval status value from source SharePoint list will be assigned to the file / list item. c) Assign Approval Status as - Specified approval status value will be assigned to the file / list item. You can specify the approval status - Approved, Rejected, Pending, Draft and Scheduled from the dropdown list. You can also specify the approval status comments that must be assigned to the file / list item (Optional). d) Assign Approval Status from metadata file - The approval status value can also be assigned from the external reference file by including the approval status column name in the metadata reference file. This option allows each file / list item to have its own approval status, so long as the stated approval status is valid status (Approved, Rejected, Pending, Draft and Scheduled) in 160

166 Chapter-5-Migrate SharePoint List contents using a batch descriptor file the SharePoint list. The default approval status of the list will be assigned to the file / list item, if the approval status specified in the external reference file is invalid. The approval status comments can also be assigned from the external reference file by including the approval status comments column name in the metadata file (Optional). 5) Click Next to proceed. 161

167 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5.12 Permission Settings Pre-requisite for migrating permissions Full Control - The user accounts used to connect to source and destination SharePoint must have Full Control permission on the sites to migrate permissions and its relevant settings. XPlica Web Service component for SharePoint In order to migrate permissions from SharePoint 2007 to another environment, you must install XPlica web service in the source SharePoint server. If you are migrating permissions to SharePoint 2007 as your target server, you must install XPlica Web Service for SharePoint 2007 in your target server as well. Availability of users in AD- The associated users for lists / list items must be available in destination SharePoint server (same or different AD domain). 1) The Permission Settings step will appear as shown in the screen below: 162

168 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 2) Configure the Permission Settings as follows: a) Do not migrate permissions - This option will not migrate permissions such as permission levels, users/groups and associated permissions of lists/libraries, items and documents to the target server. b) Migrate Permissions - This option enables you to migrate permissions such as creating unavailable permission levels, users/groups and associated permissions with items, documents, lists / libraries as defined in the source server. You have the option to migrate permission levels along with its associated rights and migrate users & groups along with their respective role assignments as defined in the source server using the following two checkboxes: i. Update users & groups and associated role assignments as in source. If the user / group with the same name already exist in the destination - This option will create unavailable users and groups in destination server. If the user or group with the same name already exists in the destination while creating the unavailable users and groups, you can choose any one of the following options: Skip - This option will create the unavailable users & groups only. It does not update the existing users & groups, associated role assignments and memberships. Merge - This option will create the unavailable users & groups and also updates the existing users & groups, associated role assignments and memberships. Replace - This option will create the unavailable users & groups and replaces the existing users & groups after deleting them in the destination server and also associate the respective role assignments and memberships as defined in the source server. You must exercise caution when selecting the Replace option, as permissions associated with other existing items / documents in the list / library may be broken due to the delete operation. Merge option is recommended in such cases. NOTE: Even if none of the above options is selected, XPlica automatically migrates users/groups by adding them in the destination site collection, provided the users/groups are available in destination Active Directory. The associated permissions will be migrated based on the permission level setting given below: 163

169 Chapter-5-Migrate SharePoint List contents using a batch descriptor file ii. Update permission levels as in source. If a permission level with the same name already exists in the destination - This option will create unavailable permission levels in destination. If a permission level with the same name already exists in the destination while creating the unavailable permission levels, you can choose any one of the following options: Skip - This option will create the unavailable permission levels only. It will not update the existing permission levels. Merge - This option will create the unavailable permission levels and will also update the existing permission levels. Replace - This option will create the unavailable permission levels and will replace the existing permission levels after deleting them in the destination server. You must exercise caution when selecting the Replace option, as permission levels associated with other existing items / documents in the list / library may be broken due to the delete / clean-up operation. Merge option is recommended in such cases. 3) Click Next to proceed. 164

170 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5.13 File Settings for SharePoint libraries To specify the action to be taken by XPlica when a file with the same name already exists in the destination location: 1) The File Settings for SharePoint libraries step appears as shown below: 2) Select any one of the following options given below: a) Do not overwrite existing file - Skips the file without overwriting. b) Overwrite existing file - Deletes the file from the destination location (along with its version history) and migrates the source file including versions. c) Add as new version - Ads the source file as new version at the destination location. Select any one of the options to instruct XPlica what to do if the destination file is checked-out by either current user or another user. d) Create new file - Creates a new file in the destination location by appending and prepending the user defined characters with the source file name. Note: * is the reserved character and denotes incremental index. 165

171 Chapter-5-Migrate SharePoint List contents using a batch descriptor file e) Migrate newly available versions only (Incremental Update) - Migrate document versions that are not available in the destination SharePoint location. XPlica identifies the new document versions by comparing the modified date of the source document with the destination document's latest version. For best results, you must update the document's Modified Date in destination location by updating the System Dates in each migration task. i. Leave as is - Skip the file. ii. Overwrite current version - Undo Checkout the file and add the source file as new version. iii. Check-in file and create new version - Check-in the file and add the source file as a new version. 3) Specify File check-in comments option as below, i. Assign as in SharePoint source - XPlica will propagate the original check-in comments as available in the source SharePoint library. ii. Assign from external reference file - The check-in comments can also be assigned from the external metadata file by including the check-in comments column name in the metadata file. This option allows each file to have its own check-in comments. iii. Assign default check-in comments - You can also specify the generic comment string using the following identifiers in Check-in comments textbox: <User name> - Replaces with current user who performs XPlica migration task. For example, document was added by <user name>. <XPlica task name> - Replaces with current task name, by which the document is getting migrated into SharePoint. For example, Document was added using <XPlica task name> of XPlica. iv. Leave check-in comments as blank - Do not update check-in comments in destination library. 166

172 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5) Click Next to proceed. 167

173 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5.14 List Item Settings To specify the action to be taken by XPlica when a list item with the same value already exists in the destination location: 1) The List Item Settings step appears as shown below: 2) Specify the action to be taken when migrating list items to destination as below, a) Append new list items (allows duplicates excluding folders) -Select this option to create list items with the same value in destination. b) Update list items (no duplicates) - If the list item or folder exists in destination SharePoint, it performs the update action; Otherwise it creates the new list item of folder in destination SharePoint location. 3) Click Customize button, to customize the reference column settings. 4) Specify the Reference Columns mapping option as below: i. Column display name or internal name - Select this option to map the source Reference column(s) with display name or internal name in destination list. ii. Column display name - Select this option to map the source Reference column(s) with display name in destination list. 168

174 Chapter-5-Migrate SharePoint List contents using a batch descriptor file iii. SharePoint column internal name- Select this option to map the source Reference column(s) with SharePoint internal name in destination list. 5) If a list item with the same value already exists in destination location: i. Overwrite existing list item - Deletes the list item / folder from the destination location (along with its contents and its version history) and migrates the source list item / folder to the destination location. ii. Add as new version - Ads the source list item / folder as new version at the destination location. 6) Specify list item attachment option as below i. Assign as in SharePoint source - XPlica will migrate the list item attachment as available in the source SharePoint list. ii. Do not migrate attachments - XPlica will skip the attachments from migration process. iii. Use attachments in external reference file -Use this option to select an attachment column from the batch file. The attachment column contains which files to be attached to the list items in SharePoint. iv. Both (SharePoint and external reference file) - Use this option to migrate the list item attachments from source SharePoint list and files from external reference file. If the list item attachment already exists in destination location, you can specify an alternate file name. To select an alternate file naming mask, click the button placed next to the alternate file tag name textbox. Alternate file name mask dialog will appear as shown below: 169

175 Chapter-5-Migrate SharePoint List contents using a batch descriptor file Construct alternate file naming mask using the available mask provided in the dialog. Click OK to close the dialog. The constructed alternate file name mask will be placed in alternate file naming mask textbox. If duplicate of attachments occur, list item attachments will be migrated with the alternate naming mask as their names. Specify the order in which the list item attachments need to be migrated to destination SharePoint location, when migrating attachments from SharePoint and external reference file. 170

176 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 8) Click Next to proceed Migration Conditions 171

177 Chapter-5-Migrate SharePoint List contents using a batch descriptor file XPlica can migrate folders, files and list items from source SharePoint list to destination SharePoint list based on certain migration conditions. The conditions can be created by using SharePoint columns in the source list. 1) The Migration Conditions step appears as shown below: 2) You can specify export conditions at three levels: List Level Folder Level List Item Level 3) List Level Conditions Select any one of the following options given below: 172

178 Chapter-5-Migrate SharePoint List contents using a batch descriptor file Do not apply migration condition - No conditions will be applied to filter lists. Apply migration condition - The conditions specified will be applied to filter lists taken for migration from source SharePoint List. 4) Click Define, to specify the conditions. The List Migration Condition Dialog appears as shown below: 5) You can specify the migration conditions by selecting the field name, and by specifying a value, with necessary operator. You can use mathematical operators such =, <> to define your query. Complex queries can be constructed with the use of left-right parenthesis '(' and ')' and logical operators 'AND' and 'OR'. 173

179 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 6) XPlica will migrate the lists that satisfy the migrate condition or migrate the lists that do not satisfy the migration condition depending on the option selected by the user: Migrate list items if the above condition is satisfied - Lists that satisfy the condition will be marked for migration. Migrate list items if the above conditions are not satisfied - Lists that do not satisfy the condition will be marked for migration. 7) Folder Level Conditions Select any one of the following options given below: 174

180 Chapter-5-Migrate SharePoint List contents using a batch descriptor file Do not apply migration conditions - No condition will be applied to filter folders. Apply migration condition - The conditions specified will be applied to filter folders taken for migration from source SharePoint List. 8) Click Define, to specify the conditions. The Folder Export Conditions Dialog appears as shown below: 9) Click button to add the SharePoint columns in Field Name dropdown. The Add Fields Dialog appears as shown below: 175

181 Chapter-5-Migrate SharePoint List contents using a batch descriptor file Specify the column name in Name textbox and select the data type of the column in SharePoint from Type drop-down. Click Add button to add the columns to the fieldname dropdown list. Click Remove button to remove the columns from the fieldname dropdown list. 10) You can specify the export conditions by selecting the field name and by specifying a value with necessary operator. You can use mathematical operators such as =, <> to define your query. Complex queries can be constructed with the use of left-right parenthesis '(' and ')' and logical operators 'AND' and 'OR'. 176

182 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 11) XPlica will migrate the folders that satisfy the migration condition or migrate the folders that do not satisfy the migration condition depending on the option selected by the user: Migrate list items if the above conditions are satisfied - Folders that satisfy the condition will be marked for migration. Migrate list items if the above conditions are not satisfied - Folders that do not satisfy the condition will be marked for migration. 12) List Item Level Conditions Same as Folder Level Conditions 13) Click Next to proceed. 177

183 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 5.16 Task Settings To specify the task name and schedule settings for the XPlica migration task, perform the steps given below. 1) The Task Settings step appears as shown below: 2) Enter a unique task name in Task Name textbox. 3) Select a Task Option from one of the following options: 1) Run later - to run the task later as and when desired 2) Run now- to run the task immediately after clicking Finish button. 3) Schedule - to create a Windows scheduled task. XPlica will create a schedule task in the Windows Scheduled Tasks with the given settings. XPlica will perform the migration based on the Run As user account specified in this step. The Run As account should be a valid Windows domain account. 4) Select one of the following options to connect to the source and destination SharePoint. The options provided to the user will change depending on the 178

184 Chapter-5-Migrate SharePoint List contents using a batch descriptor file authentication mechanism used by the source and destination SharePoint servers. a) User Profiles <user name> - This option is available if you choose Run later or Run now or Schedule task option. b) This user <user name> - This option is available if you choose Run later or Run now or Schedule task option. XPlica will use stored profile context to connect corresponding SharePoint. c) Prompt me for user context at task run time This option is available if you choose Run later or Run now task option. Select this option if the SharePoint sites are configured to use Windows and/or Forms Authentication only. XPlica will prompt for the user context to use to connect to SharePoint sites when executing XPlica migration task. d) Use 'Run As' user context given below This option will be available if you choose Schedule task option. XPlica will use the user account specified in the scheduled Run As user context to connect to SharePoint. In case, if you decide to use different user context to connect to SharePoint when running the scheduled task, you can do so by storing the SharePoint user context for future use. e) Use federated authentication (Web SSO) for the SharePoint site This option is available if you choose Run later or Run now or Schedule task option. Select this option if the source or destination SharePoint site uses federated identity (Web SSO or Active Directory users configured via ADFS). XPlica will prompt for the user context to use to connect to SharePoint when executing XPlica migration task. To connect to Office 365's SharePoint Online environment, you can use Web Single Sign-on option (Web SSO) for both Cloud Identity (Office 365 Online User Credential e.g., johndoe@vyapin.onmicrosoft.com) and Federated Identity (configured via ADFS e.g., johndoe@vyapin.com). 5) For Federated authentication (Web Single Sign-on) credential based migration task, the Web Single Sign-on framework expects the username and password to be given by user interactively in browser based login dialog, including schedule tasks. The task settings for Run later or Run now task option will appear as shown below: 179

185 Chapter-5-Migrate SharePoint List contents using a batch descriptor file Upon clicking Finish, you will be prompted for credentials (username and password). Provide username and password in the respective textboxes and click Sign in button to proceed. 180

186 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 6) The task settings for a Schedule task will appear as shown below: 7) When using Federated authentication (Web Single Sign-on) option to connect to a SharePoint site, XPlica enables you to setup the migration task using cookie-based persistent connection and shared user credentials technique. XPlica expects the user performing the migration to ensure that a persistent connection is available using the Web Single Sign-on Dashboard tool (Tools -> Web SSO Dashboard menu) that is built into the application. When creating a scheduled migration task, you can use the Web Single Sign-on Dashboard to check the connection status or connect to SharePoint site(s) manually before the task starts to execute at the prescribed date/time. To check the connection status in XPlica Task Wizard, click Web SSO Dashboard hyperlink in the screen. The Web Single Sign-on Dashboard screen appears as shown below: 181

187 Chapter-5-Migrate SharePoint List contents using a batch descriptor file 8) Fail-safe Settings: Migrate a list item or document to SharePoint even if it contains any errors or warnings in the metadata. Enabling this option may result in documents or list item having partial or incomplete metadata in the destination list / library. 9) Click Finish button to create the task. 182

188 Chapter 6 6 Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 6.1 How to get started with XPlica Quick Migration? In order to migrate the contents successfully from one SharePoint environment to another SharePoint environment using XPlica Quick Migration Task Options, you need to ensure the following things before commencing the migration process: 1) XPlica Quick Migrator Agent: This tool should run in the remote servers (both source and destination with the specified port numbers) through out the migration process. The steps to run the XPlica Quick Migrator Agent are described here. 2) Temp Storage Location: This location should be a common network share to the following components of XPlica: a) XPlica - The user who is running the XPlica in the client side should have the rights to read and write in the 'temp storage' location. b) XPlica Quick Migrator Agent (Source) - The credentials you are providing to connect the source SharePoint should also have the rights to read and write in the temp storage location. c) XPlica Quick Migrator Agent (Destination) - The credentials you are providing to connect the destination SharePoint should also have the rights to read and write in the temp storage location. The XPlica Quick Migration task options are: Site Collections: This task type allows you to create a task to migrate site collections from one SharePoint location to another SharePoint location as specified in the batch descriptor file. You can migrate contents from SharePoint 2007 to SharePoint 2007 and SharePoint 2010 to SharePoint 2010 environment only. In order to migrate site collections, we request you to create an empty site collection (not blank site, empty site collection differs from blank site) in the destination SharePoint environments. Steps to migrate site collection using XPlica Quick Migration task type. 183

189 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) Webs: This task type allows you to create a task to migrate site or sub-web from one SharePoint location to another SharePoint location as specified in the batch descriptor file. You can migrate contents from SharePoint 2007 to SharePoint 2007 and SharePoint 2010 to SharePoint 2010 environment only. You no need to create an empty site in the destination SharePoint environment like site collections task type. Migration task type. Steps to migrate site or sub-web using XPlica Quick Lists/libraries: This task type allows you to create a task to migrate list/library from one SharePoint site to another SharePoint site specified in the batch descriptor file. You can migrate contents from SharePoint 2007 to SharePoint 2007 and SharePoint 2010 to SharePoint 2010 environment only. You no need to create any destination list/library. Steps to migrate list/library using XPlica Quick Migration task type. Folders: This task type allows you to create a task to migrate folder from one location (library/list) to another SharePoint location (library/list) as specified in the batch descriptor file. You can migrate contents from SharePoint 2007 to SharePoint 2007 and SharePoint 2010 to SharePoint 2010 environment only (Steps). Requirements for successful migration: Ensure that sufficient disk space is available in destination SharePoint content database and temp storage location. Use an empty site collection as the destination for migrating Site Collection task type. Install all required features, assemblies used in source site on the destination server to work those features properly. Required Language Packs need to be available in destination. Ensure that quick migration tasks are not running parallel. Ensure that all feature definitions of features activated on the site collection exist on the source server. Ensure that the XPlica Client and XPlica Quick Migrator Agent which is deployed in target servers is running with the same ports before starting migration. Also ensure that these ports are configured in windows firewall in respective servers. Also ensure that XPlica Client and the user accounts (Credentials) you are specifying to perform migration are having the rights to access the Temp Storage Location. 184

190 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) Limitations of XPlica Quick Migration tasks: By using XPlica Quick Migration Tasks, you can not migrate the following: Workflows (Definitions). Workflow State & Tasks. Workflow History. Check in/check out state. System dates and system users for folders (Created date, modified date, created by and modified by) when migrating lists and folders. Audit logs. Usage Logs. Site collection settings (Site Collection Ownership, Quota, notification settings). Personalized views. Alerts. Recycle bin state/items including admin and user Recycle bin items. Inconsistency in discussion boards. Features, solutions or assemblies associated with site/web (Must be manually migrated if separate farm and exist on destination). Taxonomy (The term set values will be migrated from source to destination). No support for Claims Authentication. 185

191 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 6.2 XPlica Quick Migrator Agent XPlica Quick Migrator Agent is a tool designed to provide a communication between XPlica and SharePoint to migrate contents. Follow the steps described below to use the Quick Migration Task Options of XPlica. 1) When you launch the XPlica Quick Migrator Agent in the server, prompt will appear as shown below: 2) Provide the local admin credentials to launch the 'XPlica Quick Migrator Agent'. 186

192 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 3) Once you provide the required credentials, the XPlica Quick Migrator Agent will be launched as shown below: 4) Enter any port number in the text box above and click Start button to start the service. Once the service is started the XPlica Quick Migrator Agent window will be changed as shown below: 187

193 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 5) After starting the service, you should enable the port which you specified above in the Windows Firewall. The following steps will guide you to enable the port in Windows Firewall. I. Steps to add a port in Windows Server 2008 R2 platform. a) Click Start and go to the Control panel. b) Choose System and security in the Control panel. c) Next click windows Firewall and then select Advanced Settings. d) Then Select Inbound Rules from the Windows Firewall with advanced security on local computer. e) Click New Rule... and follow the steps specified below in Screen Shorts. f) Select port in the Rule Type step of New InBound Rule Wizard and click Next. 188

194 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) g) Then Select TCP and Specific local ports options in the following wizard step and click Next. 189

195 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) h) And then choose Allow the connection option in the below wizard step and Click Next. 190

196 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) i) Select the type of profiles for which this rule applies as per the environment where you are running the XPlica Quick Migrator Agent and XPlica client applications. Click Next to proceed. 191

197 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) j) Provide any new Name to the rule and description. Click Finish to add a new rule. (Or) II. Steps to add a new port in Windows 2008 platform. 192

198 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) a) Click Start and go to the Control panel. b) Choose windows Firewall from Control panel. c) Click Allow a program through windows firewall. 193

199 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) The new window will appear as shown below: d) Then Click Add Port... button in the Windows Firewall Settings. The Add Port window will be appearing as shown below: 194

200 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) e) Select TCP and provide any Name and the port number which you have entered in the XPlica Quick Migrator Agent (e.g. 2006). Click OK to add the port. Now XPlica Quick Migrator Agent is ready to process migration request from XPlica client application. Then Close all the windows related to Windows Firewall. NOTE: You should do this port configuration for both Source and destination servers. You are not required to add or enable the port every time when you launch XPlica Quick Migrator Agent. It is not necessary to use same port numbers in source and destination servers. But it should be identical for XPlica Client and XPlica Quick Migrator Source and destination as well. 6.3 Create Batch Descriptor File The following section describes the guidelines to create a batch descriptor file for Migrate SharePoint List contents using a batch descriptor file task option. 1) The first row of the batch descriptor file should contain the Field Names as headers. In a migration task, data type of the columns must be the same across all lists. SharePoint Columns that are read-only will not be updated by XPlica. 2) The first field should be named as 'Source Path' and second field should be named as 'Destination Path'. Other field names should be followed separated by a delimiter character such as comma (,), semi-colon (;) etc. The delimiter character used in the batch descriptor file should be same as 'List Separator' defined in 'Format' string value available in the registry key (HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Jet\4\Engines\Text). The following table shows the equivalent Format string for 'List Separator' in the registry key: List Separator Equivalent Format String, (comma) CSVDelimited ; (semi-colon) Delimited (;) * (asterisk) Delimited(*) 195

201 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 3) For CSV and TXT formats, all field names and their corresponding metadata values should be enclosed within double quotes ( ) e.g., John Doe. When using accented characters such as [á é í ó] in folder / file names, the CSV / TXT batch descriptor file must be in UNICODE encoded format. 4) For Microsoft Excel file formats (XLS / XLSX), do not enclose the field names and their corresponding metadata values within double quotes. 5) Ensure date values are in Date Only or Date And Time format. 6) Since XPlica automatically creates the destination SharePoint object, no need to create the destination lists and columns for the Quick Migration task types. 7) Lookup data type value will not be assigned in the Quick Migration Task Options. Sample format of a CSV / TEXT batch descriptor file: NOTE: Refer Point #2 for the separator to be used in the batch descriptor file "Source Path","Destination Path" " documents"," " "

202 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 6.4 Create New XPlica Quick Migration Task You can create a task to migrate Site collections, webs, lists, folders from one SharePoint environment to another SharePoint environment. XPlica facilitates the migration of above mentioned SharePoint objects using the following migration methods: Site Collections: This task type allows you to create a task to migrate site collections from one sharepoint location to another SharePoint location as specified in the batch descriptor file. You can migrate contents from SharePoint 2007 to SharePoint 2007 and SharePoint 2010 to SharePoint 2010 environment only. In order to migrate site collections, we request you to create an empty site collection (not blank site, empty site collection differs from blank site) in the destination SharePoint environments. Webs: This task type allows you to create a task to migrate site or sub-web from one SharePoint location to another SharePoint location as specified in the batch descriptor file. You can migrate contents from SharePoint 2007 to SharePoint 2007 and SharePoint 2010 to SharePoint 2010 environment only. You no need to create an empty site in the destination SharePoint environment like site collections task type. Lists/libraries: This task type allows you to create a task to migrate list/library from one SharePoint site to another SharePoint site specified in the batch descriptor file. You can migrate contents from SharePoint 2007 to SharePoint 2007 and SharePoint 2010 to SharePoint 2010 environment only. You no need to create any destination list/library. Folders: This task type allows you to create a task to migrate folder from one SharePoint location (library/list) to another SharePoint location (library/list) as specified in the batch descriptor file. You can migrate contents from SharePoint 2007 to SharePoint 2007 and SharePoint 2010 to SharePoint 2010 environment only. 1) Click New Task from XPlica main screen. 197

203 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) Or Select New Task from Task menu Or Press Ctrl + N 2) Select a task type in New Task dialog and click OK. 3) Click SharePoint Quick Content Migration (Batch File Mode) and select any one options shown below: 198

204 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) a) Create a task to migrate Site Collections from one SharePoint environment to another SharePoint environment. b) Create a task to migrate Sites or sub-webs from one SharePoint environment to another SharePoint environment. c) Create a task to migrate Lists/Libraries from one SharePoint environment to another SharePoint environment. d) Create a task to migrate Folders from one SharePoint environment to another SharePoint environment. 6.5 How to migrate Site Collections using XPlica? To create a task to migrate a site collection from one SharePoint environment to another SharePoint environment, follow the steps described below: 1 Start the XPlica Quick Migrator Agent in respective Source and Destination Servers. 2 Create an empty Site Collection in the destination SharePoint environment (Not a blank Site, Empty Site collection is differs from a blank site). 3 Select SharePoint Quick Content Migration (Batch File Mode) option in XPlica Task Options and Choose Site Collections option as shown below and then click OK. 199

205 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 4 The XPlica Task Wizard appears as shown below: Click Next button. 5 Specify the required SharePoint User Credentials 6 Specify the Batch Descriptor File and complete the relevant settings in it. 7 Specify the General Settings for site or sub-web. 8 Specify the Version Options. 9 Specify the Date & User Information Settings. 10 Specify the User Security & Permission Settings. 11 Specify the Web Part Settings. 12 Specify the Task Settings. 13 Click Finish button to create the task, or click Back button to change any task settings. 200

206 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 6.6 How to migrate a site or sub-web using XPlica? To create a task to migrate a site collection from one SharePoint environment to another SharePoint environment, follow the steps described below: 1) Start the XPlica Quick Migrator Agent in respective Source and Destination Servers. 2) Select SharePoint Quick Content Migration (Batch File Mode) option in XPlica Task Options and Choose Webs option as shown below and then click OK. 201

207 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 3) The XPlica Task Wizard appears as shown below: Click Next Button. 4) Specify the required SharePoint User Credentials 5) Specify the Batch Descriptor File and complete the relevant settings in it. 6) Specify the General Settings for site or sub-web. 7) Specify the Version Options 8) Specify the Date And User Information Settings 9) Specify the User Security And Permission Settings. 10) Specify the Web Part Settings 11) Specify the Task Settings 12) Click Finish button to create the task, or click Back button to change any task settings. 202

208 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 6.7 How to migrate a list/library using XPlica? To create a task to migrate a site collection from one SharePoint environment to another SharePoint environment, follow the steps described below: 1) Start the XPlica Quick Migrator Agent in respective Source and Destination Servers. 2) Select SharePoint Quick Content Migration (Batch File Mode) option in XPlica Task Options and Choose Lists/Libraries option as shown below and then click OK. 203

209 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 3) The XPlica Task Wizard appears as shown below: Click Next button. 4) Specify the required SharePoint User Credentials 5) Specify the Batch Descriptor File and complete the relevant settings in it. 6) Specify the General Settings for List. 7) Specify the Version Options. 8) Specify the List/Library Content Settings 9) Specify the Date & User Information Settings. 10) Specify the Task Settings. 11) Click Finish button to create the task, or click Back button to change any task settings. 204

210 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 6.8 How to migrate a folder using XPlica Quick Migration? To create a task to migrate a site collection from one SharePoint environment to another SharePoint environment, follow the steps described below: 1) Start the XPlica Quick Migrator Agent in respective Source and Destination Servers. 2) Select SharePoint Quick Content Migration (Batch File Mode) option in XPlica Task Options and Choose Folders option as shown below and then click OK. 205

211 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 3) The XPlica Task Wizard appears as shown below Click Next button. 4) Specify the required SharePoint User Credentials 5) Specify the Batch Descriptor File and complete the relevant settings in it. 6) Specify the Version Options 7) Specify the Date And User Information Settings 8) Specify the Task Settings 9) Click Finish button to create the task, or click Back button to change any task settings. 206

212 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 6.9 View Activity Log To view activity log associated with a task history item: 1) Select an item from Task History pane. 2) Click View Activity Log from XPlica main screen. Or Select View Activity Log from Tools menu 207

213 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 3) The Activity Log Viewer dialog appears as shown below: 4) The activity log of a task is classified into four different categories (seen under separate tabs): a) Migration Results: Summarizes the results of the quick migration task option. Provides the log files generated during the migration process for both 'Export and Import' for each entries in the batch descriptor file. b) Task Errors: Summarizes the errors that occurred during migration. c) Task settings: Summarizes the task settings at the time of migration d) Resolution Tips: Summarizes the commonly encountered error messages and the ways to address them. 5) Click Save Results button to save the task results in Microsoft Excel format. Each tab in ActivityLogViewer dialog is stored as a separate worksheet in MS- Excel. 6) Click Open Log Folder button to open the folder that contains the activity log of the currently displayed task history item. NOTE: For all errors, refer Task Errors section of Activity Log to view a description of the actual error that occurred during migration. 208

214 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 6.10 Cleanup Temp Storage Location 1) Once the migration is completed, you have an option to remove the files available in the Temp Storage Location. Each entry in the Task history table will contain the files in the temp storage location. 2) Select any row from the above mentioned table which you want to cleanup the Temp storage location and click the button shown below in the Task History bar. 3) Once you clicked this button you will receive an Alert as shown below: 4) Click Yes to cleanup the location and No to ignore deleting. 209

215 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 5) Cleanup Temp Storage status window will appear as shown below: 6.11 Retry (Re-Import) Retry is a type of Import task which could be used when import errors are occurred in the migration task. If you find any Remarks like Incomplete: Ref Activity log in the Task History table you can try this option which reduce your migration time from exporting content to the Temp Storage Location. Before performing the Retry you should analyse the cause for the migration failure with the help of ImportLog and XPlica Error log which is available in the Activity Log Viewer. Find the cause and the relevant remedies for the problem which is described in the Resolution tips. The Resolution Tips is available in the Activity Log viewer. Once you identify the cause and remedy suggested in the Resolution Tips, Solve the problem and proceed to the following steps described below: 1) Select Retry button in Task History action bar as shown below: 210

216 Chapter-6-Migrate SharePoint Objects Using XPlica Quick Content Migration (Batch File Mode) 2) The Select the object to Re-Import (Retry) dialog will appear as shown below: Select the entries which you want to perform the Re-Import (Retry) in the above table and click Retry button. 3) The XPlica Task Wizard will guide you through the steps to complete the task settings. 4) Traverse the XPlica Wizard step completely and click Finish button to create the task, or click Back button to change any task settings. 211

217 Chapter 7 7 XPlica Quick Migration Wizard Steps Create New XPlica Quick Migration Task You can create a task to migrate Site collections, webs, lists, folders from one SharePoint environment to another SharePoint environment. XPlica facilitates the migration of above mentioned SharePoint objects using the following migration methods: Site Collections: This task type allows you to create a task to migrate site collections from one SharePoint location to another SharePoint location as specified in the batch descriptor file. You can migrate contents from SharePoint 2007 to SharePoint 2007 and SharePoint 2010 to SharePoint 2010 environment only. In order to migrate site collections, we request you to create an empty site collection (not blank site, empty site collection differs from blank site) in the destination SharePoint environments. Webs: This task type allows you to create a task to migrate site or sub-web from one SharePoint location to another SharePoint location as specified in the batch descriptor file. You can migrate contents from SharePoint 2007 to SharePoint 2007 and SharePoint 2010 to SharePoint 2010 environment only. You no need to create an empty site in the destination SharePoint environment like site collections task type. Lists/libraries: This task type allows you to create a task to migrate list/library from one SharePoint site to another SharePoint site specified in the batch descriptor file. You can migrate contents from SharePoint 2007 to SharePoint 2007 and SharePoint 2010 to SharePoint 2010 environment only. You no need to create any destination list/library. Folders: This task type allows you to create a task to migrate folder from one SharePoint location (library/list) to another SharePoint location (library/list) as specified in the batch descriptor file. You can migrate contents from SharePoint 2007 to SharePoint 2007 and SharePoint 2010 to SharePoint 2010 environment only. 212

218 Chapter-7- XPlica Quick Migration Wizard Steps 1) Click New Task from XPlica main screen. Or Select New Task from Task menu Or Press Ctrl + N 2) Select a task type in New Task dialog and click OK. 213

219 Chapter-7- XPlica Quick Migration Wizard Steps 3) Click SharePoint Quick Content Migration (Batch File Mode) and select any one options shown below: a) Create a task to migrate Site Collections from one SharePoint environment to another SharePoint environment. b) Create a task to migrate Sites or sub-webs from one SharePoint environment to another SharePoint environment. c) Create a task to migrate Lists/Libraries from one SharePoint environment to another SharePoint environment. d) Create a task to migrate Folders from one SharePoint environment to another SharePoint environment. 7.1 Credential Settings 1) The SharePoint User Credentials step will appear as shown in the screen below: 214

220 Chapter-7- XPlica Quick Migration Wizard Steps 2) Specify the Source and Destination SharePoint credentials which should have the following rights specified below: Should be a valid domain user to view basic information. Must be a member in the Administrators group of the target server to view privileges, services and system resources. Read and write permissions in the SQL Server databases to read the web application contents and site details. Should be the member of SPS_WPG group for reading Single Sign-on details 3) NOTE: We recommend you to provide the farmadmin account for both source and destination for using all resources of a SharePoint and to provide better results and performance. 5) Click Next to Proceed. 215

221 Chapter-7- XPlica Quick Migration Wizard Steps 7.2 Batch Descriptor File To specify the batch descriptor file to migrate folders, files and list items from one SharePoint list to another SharePoint list: 1) The Batch descriptor file step appears as shown below: 2) Click button to specify the batch descriptor file. The reference file can be any one of the following file formats - Comma delimited (CSV), Microsoft Excel (XLS) or Text file (TXT). 3) The batch descriptor file will automatically be extracted once the file name is specified. If you are using a Microsoft Excel based batch descriptor file, select the sheet name to use from the drop-down. 4) Temp Storage Location: Click button to specify the 'Temp Storage Location' which is required by the XPlica Quick Migrator Agent to export the migration packages (.dat Files). 216

222 Chapter-7- XPlica Quick Migration Wizard Steps The Folder browser which enumerates the net work shares like as shown below: NOTE: The 'Temp storage location' should be a common share for the following components of XPlica: XPlica - Which runs in the client machine XPlica Quick Migrator Agent Source- Which is running in the source server. XPlica Quick Migrator Agent Destination- Which is running in the destination server. 5) Source Server Name: Name of the source SharePoint server in which the 'XPlica Quick Migrator Agent' is running. e.g. RD06, VyapinSP2007, etc., 6) Source Port No: The port number to communicate the 'XPlica Quick Migrator Agent' which is running in the source SharePoint server. The port number you are specifying here must be the same as the 'XPlica Quick Migrator Agent' which is currently using this port on the source server. 7) Destination Server Name: Name of the destination SharePoint server in which the 'XPlica Quick Migrator Agent' is running. e.g. RD76, VyapinSP2007, etc., 8) Destination Port No: The port number to communicate the 'XPlica Quick Migrator Agent' which is running in the destination SharePoint server. The port number you are specifying here must be the same as the 'XPlica Quick Migrator Agent' which is currently using the port on the destination. 9) Check Connection: This allows you to check whether the source and destination 'XPlica Quick Migrator Agents' are running or not with the specified ports in the specified servers. 217

223 Chapter-7- XPlica Quick Migration Wizard Steps 10) Calculate Disk Space: Click this button to calculate the size of the source content and the disk space required in the 'Temp storage location to export the migration packages. Click Next to proceed. 218

224 Chapter-7- XPlica Quick Migration Wizard Steps 7.3 Version Options To selectively Migrate document / list item versions to the destination location: 1) The Version Options step appears as shown below: 2) By default, Migrate all versions option is selected. List item version settings will be used for all the list items / documents migrated from the source SharePoint list. 3) Select any one of the following version settings: a) Migrate all versions - Migrate all versions of the documents /list items available in the source. b) Migrate current version only - Migrate documents/ list items current version only from all source SharePoint list/libraries. c) Migrate last major version only - Migrate only the last major version of the document/item available in source SharePoint list/libraries.. d) Migrate last major and minor versions - Migrate document / list item last major and its minor versions only from all source SharePoint list/libraries 4) Click Next to Proceed. 219

225 Chapter-7- XPlica Quick Migration Wizard Steps 7.4 Web Part Options 1) The Web Part Option step appears as shown below: 2) Specify web part settings using one of the options given below: a) Include Web Parts - This option will include the web parts to the migration package and will be migrating, all the web parts available in the source site collection or site to the destination SharePoint environment. b) Exclude Web Parts - This option will not include the web parts to the migration package and won't migrate the web parts available in the source site collection, or site to the destination SharePoint environment. 3) NOTE: This web part option setting is only applicable for the 'Site Collection' and 'Web' task types of Quick Migration Task Options. You must manually install web part assemblies in the target SharePoint environment for those web parts to work properly. 4) Click Next to Proceed. 220

226 Chapter-7- XPlica Quick Migration Wizard Steps 7.5 User Security and Permission Settings 1) The User Security And Permission settings step appears as shown below: 2) Select any one of the following options given below: a) Do not migrate permissions -Do not migrate user memberships and role assignments. b) Migrate permissions for uniquely secured items from source - Migrate user memberships and role assignments such as out of the box roles like Web Designer, plus any custom roles that extend from the out of the box roles. 3) Click Next to Proceed. 221

227 Chapter-7- XPlica Quick Migration Wizard Steps 7.6 Date and User Information Settings 1) The 'Date and user information settings' step will appear as shown in the screen below: 2) Select any one of the following options given below: a) Retain original date and user: This option will retain original the date and user information like created date, modified date, created by, modified by, etc., b) Retain original date and replace user with system account: This option will retain original the date and user information like created date and modified date and will replace the user values like created by and modified by with the system account. c) Assign current date and user: This option will reassign the date and user information like created date, modified date, created by, modified by, etc., with the user who is currently running the migration and the present date and time. 3) Click Next to Proceed. 222

228 Chapter-7- XPlica Quick Migration Wizard Steps 7.7 Library Content Settings To specify the action to be taken by XPlica when a list item / document with the same value already exists in the destination location: 1) The List / Library Content Settings step appears as shown below: 2) Specify the action to be taken while migrating the source content to the destination as below: a) Do not overwrite: Select this option to ignore migrating the file /list item to the destination if already exist. b) Append: This option will add the list item /file as a new version in the destination SharePoint if it already exist. c) Overwrite: This option will overwrite the list item /file the destination SharePoint if it already exists. 3) Click Next to Proceed. 223

229 Chapter-7- XPlica Quick Migration Wizard Steps 7.8 General Settings To specify the action to be taken by XPlica when a list item / document with the same value already exists in the destination location: 1) The General Settings step appears as shown below for 'Site collection and web task types': 2) Select any one of the following option specified below: a) Migrate all: Select this option to migrate all the content from the source to destination SharePoint environment. We recommend to use this option if you want all the customizations and to retain sub-webs, the folder structures of the site available in libraries from the source to destination. b) Migrate Topsite without content: This option only migrates the object without content to the destination, which includes only the properties of the site and service containers (like galleries). Usual doclibs and lists will not get migrated. c) Migrate Topsite only: This option will overwrite the list items /files the destination SharePoint, if it already exists. 224

230 Chapter-7- XPlica Quick Migration Wizard Steps 3) The general settings for the 'list' task type steps appears as shown below: 4) Select any one of the following option mentioned below: a) Migrate all items: Select this option to migrate all the content from the source to destination SharePoint environment. b) Migrate list without items: This option will migrate only the list object with out content to the destination which includes all the columns and views available in source. 5) Click Next to Proceed. 225

231 Chapter-7- XPlica Quick Migration Wizard Steps 7.9 Task Settings To specify the task name and schedule settings for the XPlica migration task, perform the following steps: 1) The Task Settings step appears as shown below: 2) Enter a unique task name in Task Name textbox. 3) Select a Task Option from one of the following options: a) Run task upon clicking Finish button - to run the task immediately after clicking Finish button b) Run later - to run the task later as and when desired c) Create Schedule task - to create a Windows scheduled task. XPlica will create a schedule task in the Windows Scheduled Tasks with the given settings. XPlica will perform the migration based on the Run As user account specified in this step. The Run As account should be a valid Windows domain account. 4) Choose Fail-Safe Settings option to continue migration even if any feature(s) activated in the source is not available in the destination SharePoint environment. 226

232 Chapter-7- XPlica Quick Migration Wizard Steps 5) Click Finish button to create the task. 227

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234 Chapter 8 8 References 8.1 Error Messages and Resolution Error Messages and Resolution Tips You may notice one or more of the error messages given below when using XPlica to connect to SharePoint and perform a migration. This is not an exhaustive compilation of all error messages, but an attempt to include as many known error messages and how to resolve the errors. Please refer Troubleshooting section of online help document for more information. Error Message The remote server returned an error: (407) Proxy Authentication Required The server could not sign you in. Make sure your user name and password are correct and then try again. Check if you have a persistent session if you use federated identity. Unable to establish existence of the account specified. String was not recognized as a valid Date Time Lookup ID not found Resolution Enable the Bypass proxy server for local addresses option available at LAN Settings of Internet Options of Internet Explorer Browser. If you use federated identity to connect to the SharePoint sites, XPlica expects a persistent connection (already established connection) to be available for the SharePoint sites to commence the migration task in unattended mode or scheduled mode. You can use the Web Single Sign-on Dashboard to establish a persistent session. The user account specified in the scheduled task should be a trusted domain user account. Ensure that the date value given in external reference file is in correct format. If the given date value format is different from the current system date time format, then specify the appropriate Date Time format mask to use in your migrate task. Ensure that the given column value is available in the Lookup field reference list and column. XPlica will search for the value in the corresponding column of the referenced list and assign the ID of the first item matching the column value to the lookup column of the migrated file, only if the column value exists. Note: if the 229

235 CHAPTER-8 References User or Group ID not found User ID not found Multiple User IDs found The column values could not be assigned for this file since there was no corresponding entry in the external reference file. There is no entry for this file in the external reference file. Source folder or file not found Unable to locate list with the specified URL (or) Unable to locate destination folder / file / list item with the specified URL. XPlica will not apply metadata for standard folders. The following file(s) have been blocked by the administrator: <filename> The file is checked out or locked for editing by user Could not create document as mandatory columns do not have values specified column value is of folder type, the ID of the folder will not be assigned. Ensure that the given user or group name exists in the respective site. Unavailability of user or group name causes this error. Ensure that the given user name exists in the corresponding SharePoint Site. This error may occur if the specified user name does not exist. The user value specified to assign in SharePoint People / Group column must be unique in the SharePoint repository and Active Directory Services. This error may occur if the specified user value has multiple user entries with the same name in SharePoint. Ensure that the given Source Path or Destination Path in external reference file exists in Source and Destination library respectively. Differences in reference file and original source location will also result in this error. Also, ensure that the metadata values are provided for all documents that are migrated. Ensure that the metadata values are provided for all documents that are imported. Ensure that the given Source Path is valid and available. Invalid or unavailable source paths will result in this error. Ensure that the given Destination Path is valid and exists. Ensure that you can assign a folder content type to the given destination folder. XPlica will not assign metadata for a standard folder. Ensure that the file type being migrated is not blocked. For example, asp, chm, mdb, etc. files are generally blocked in SharePoint by administrators. If the given file is checked out by another user and you are trying to check-in the file, then this error may occur. The values are required for mandatory columns in a SharePoint library. The file will be skipped as mandatory columns do not have values. The column value for a mandatory column may not available in either the external reference file or source SharePoint library columns. Ensure all mandatory columns have values in the respective files added for migrate. 230

236 CHAPTER-8 References <fieldname> must contain a metadata value or its corresponding library column must have a default value defined. XPlica Web Service version mismatch Created Date], [Modified Date] could not be updated Created By], [Modified By] could not be updated [Approval Status] could not be updated Mandatory column(s) may have empty values and hence the document is left in checked-out state. Permission migration related errors: 1. Could not add/update the group [Group name]. The request failed with HTTP status 401: Unauthorized. 2. Could not add/update the permission level [Permission_level_name]. The request failed with HTTP status 401: Unauthorized. 3. Could not load associated roles for group [Approvers] The request failed with HTTP status 401: Unauthorized. 4. Could not add/assign roles to this item, Access denied. You do not have permission to perform this action or access this resource. User/Group [group_name] is not found This field is defined to be a required field in SharePoint, meaning column value cannot be empty. Moreover, the default value of the column may also be empty. Ensure that a default value is specified for the required field in SharePoint or enter a value for this field in the corresponding file. Ensure XPlica application version matches with XPlica Web Service version installed in the destination SharePoint Server. Ensure the same version of XPlica desktop application and XPlica Web Service is used when Exporting the Created Date and Last Modified Date fields to SharePoint. Ensure XPlica Web Service is installed and running in the destination SharePoint Server. XPlica will carry forward the two date fields to a SharePoint list residing in the SharePoint server in which XPlica Web Service is installed. Ensure XPlica Web Service is installed and running in the destination SharePoint Server. XPlica will carry forward the two user fields to a SharePoint list residing in the SharePoint server in which XPlica Web Services is installed. Ensure XPlica Web Service is installed and running in the destination SharePoint Server. XPlica will apply the approval status to a folder or file in the SharePoint list residing in the SharePoint server in which XPlica Web Services is installed. Some of the required fields in a SharePoint list may be empty. Ensure all mandatory columns have values in the respective files / list items added for migrate. Ensure that the given user account has Full Control permission to manage the permission settings in the destination site collection. Check whether the reported group exists in the destination site collection. If it is a user name, ensure that the given user name exists in the corresponding SharePoint site or Active Directory domain. 231

237 CHAPTER-8 References Permission level [Permission_level_name] is not found Checkin operation failed Checkout operation failed Content Type <name> could not be found in the library Check whether the reported permission level exists in the destination site collection. Checkin operation will fail, in case mandatory fields of SharePoint library do not have values (empty) provided to them at the time of check-in. Checkout operation will fail in case access is denied (or) file is already locked by some other user. Ensure that the specified content type is available in the destination SharePoint library. Content Type '<content type name>' found in the library / list, but it is not a valid file content type Content Type '<content type name>' found in the library / list, but it is not a valid folder content type The Microsoft Jet database engine cannot open the file '<file name>'. It is already opened exclusively by another user, or you need permission to view its data. The 'Microsoft.ACE.OLEDB.12.0' provider is not registered on the local machine. Ensure that the list content type is derived from a 'Document' parent content type in the SharePoint site. Ensure that the list content type is derived from a 'Folder' parent content type in the SharePoint site. Ensure that the specified file is not currently in use / open by any other application or user. Close the file and try again (or) close and re-launch XPlica application. Ensure that the machine running XPlica has either Office 2007 System Suite or Office 2007 System Driver (Data Connectivity Components) installed. 232

238 CHAPTER-8 References 8.2 Errors and resolution tips for XPlica Quick Migration Task Error Messages and Resolution tips for XPlica Quick Migration Task You may notice one or more of the error messages given below when using XPlica to connect to SharePoint and perform a migration. This is not an exhaustive compilation of all error messages, but an attempt to include as many known error messages and how to resolve the errors. Please refer Troubleshooting section of online help document for more information. Error Message The web application at " could not be found. Verify that you have typed the URL Correctly. If the URL Should be serving the existing content, the system administrator may need to add a new request URL mapping to intend the application. Unable to connect XPlica Quick Migrator Agent. Please ensure that XPlica Quick Migrator Agent is running in the remote server with the specified port address. Logon failure: unknown user name or bad password. Could not find Feature << Feature Name>> Resolution The user account specified to perform migration does not having enough rights to perform the migration task. Please provide the credentials with the privileges specified in the related help file section. Please make sure that the port you are using is configured in windows firewall in the target server and also ensure that the port and the server name you have mentioned to perform migration is correct. Ensure the following: 1. The XPlica Quick Migrator Agent is started in the remote server. 2. The Agent is running with the specified port. 3. The port which you are using to communicate with XPlica Quick Migrator Agent from the client computer has been configured in the target server. Ensure that the account you are using to perform the migration task has sufficient privileges to store the ".DAT" files in the temp storage location. Ensure that all features available in the source site collection are also available and activated in the destination SharePoint site collection. If any feature is not installed in the destination, the migration import process will fail every time, until you install the required features. (Or) Choose the 'Fail Safe Settings' in XPlica 233

239 CHAPTER-8 References Failed to compare two elements in the array. The file << library/folder1/folder11>> has been modified by (unknown) on <<Any Date and Time e.g., 28 Nov :43: >> Object reference not set to an instance of an object. << <nativehr> 0x </nativehr> <nativestack> </nativestack> >> There is no Web named "<< werb relativa url>>". The specified file or folder name is too long. The URL path for all files and folders must be 260 characters or less (and no more than 128 characters for any single file or folder name in the URL). Please type a shorter file or folder name. code: 0x800700ce Could not create content migration package. Error: The file "...\ \ExportedFiles" does not exist. Access to the path '...\ ' is denied. Task Settings wizard step to continue migration without strictly checking the requirements in destination SharePoint. In this case, the migration could not be started because the features used in the site collection are missing on the source server. For e.g., If you activate a feature called "Bronze Colored Master page", but if the file "Feature.xml" for the above feature is missing in the source server, which means the migration cannot be started. This error will cause the migration to fail. To avoid this problem, you can perform the migration process during off-peak hours. The user account specified to perform migration does not have sufficient rights to perform the migration task. Please provide the credentials with the privileges specified in the related help file section. Ensure that the URL mentioned to connect to source and destination is correct and make sure that the credentials provided to connect to SharePoint have required privileges to perform migration. XPlica Quick Migration task option does not support such long file path migration, as per the limit specified in the error message. Sometimes, the whole migration process may fail due to such long paths (or) the migration task will only ignore the long path files and continue with the rest of the migration. Ensure that sufficient disk space is available in target SharePoint content database and the temp storage location. Ensure that the credential which you are using to connect destination does have enough rights to read and write contents in the temp storage location. Ensure that the credentials which you are using to connect source and destination SharePoint are having enough rights to read and write contents in the temp storage location. 234

240 CHAPTER-8 References 8.3 Troubleshooting If and when a problem arises, please forward the following files to support@vyapin.com to revert back to you with a solution. These files will be available where XPlica application is installed. 1) Error log file - e.g., <Application Data Folder>\XPlica5x\Log\XPlicaErrorLog.txt 2) For issues while running a task, the Activity Log and Error Log files will be generated in a date and time-stamp folder within the task folder name under TaskHistory folder. a) Activity log file - e.g., <Application Data Folder>\XPlica5x\TaskHistory\XPlica Task\ \logs\ActivityLog.txt b) Error log file - e.g., <Application Data Folder>\XPlica5x\TaskHistory\XPlica Task\ \logs\ActivityErrors.txt c) Metadata log file - e.g., <Application Data Folder>\XPlica5x\TaskHistory\XPlica Task\ \logs\MetadataErrors.txt d) XPlica error log file - e.g., <Application Data Folder>\XPlica5x\TaskHistory\XPlica Task\ \logs\XPlicaErrorLog.txt e) Task settings file - e.g., <Application Data Folder>\XPlica5x\TaskHistory\XPlica Task\ \settings\Details.xml f) Library settings file - e.g., <Application Data Folder>\XPlica5x\TaskHistory\XPlica Task\ \settings\LibrarySettings.xml g) Process details file - e.g., <Application Data Folder>\XPlica5x\TaskHistory\XPlica Task\ \settings\ListItemProcessCount.xml NOTE: The <Application Data Folder> is the common location where XPlica tasks and task history will be stored in the computer running XPlica application. The <Application Data Folder> specified at the time of installing XPlica can be found from the Help -> About screen. The default path of <Application Data Folder> is as follows: a) Windows XP, Windows C:\Documents and Settings\All Users\Documents b) Windows 7, Windows Vista or Windows C:\Users\Public\Documents 235

241 CHAPTER-8 References 8.4 How to uninstall XPlica? When you create SharePoint migration tasks in XPlica, the application creates Windows Scheduled Tasks (to run the migration tasks at the specified time interval) and Stored User Profiles in the computer where XPlica is installed. Migration task results for every task run instance is also maintained in the computer as application files. When you uninstall XPlica through Control Panel - Add / Remove Programs applet, Windows Installer program will remove only the application files from your machine. But, the application related files created by XPlica remain in the computer. In order to remove XPlica worker files completely, the uninstall wizard provides a set of cleanup options to perform the cleanup operation based your selection. Use this wizard to cleanup the files / profiles that are created by XPlica for SharePoint 2010 application selectively and uninstall XPlica completely from the machine. NOTE: You need to uninstall XPlica Web Service for SharePoint 2010 component separately from your SharePoint server if installed. 1) Launch the uninstall wizard by clicking Start -> Programs -> XPlica for SharePoint > XPlica for SharePoint 2010 Uninstall Wizard. The XPlica for SharePoint 2010 Uninstall Wizard dialog will be shown as below: 236

242 CHAPTER-8 References Click Next to proceed. 2) Select required cleanup options as shown below: Click Next to proceed. 237

243 CHAPTER-8 References 3) Confirm the cleanup and/or uninstall process. Click Finish to run cleanup and/or uninstall process. Click Cancel to close the wizard. 4) Once the file cleanup process is complete, the uninstall wizard will automatically run Windows Installer program to remove XPlica application from the machine, if you have selected the cleanup option Uninstall XPlica application in the wizard. 238